Academic Administrative Assistant

1 month ago

Peterborough, Canada Trent University Full time

**Job Purpose**:
Reporting to the Chair, the Academic Administrative Assistant performs a variety of administrative, budgetary, human resource management, data analysis, event planning, and clerical duties related to the operation of each assigned department. The Manager of the Office of the Dean of Arts and Science will provide indirect oversight to the Academic Administrative Assistant to maintain procedural consistency across academic departments within the Arts and Science.

**Key Activities**:

- **Academic Administration**_
- Manages the Departmental office. This includes addressing faculty, staff, student, parent, and public questions (e.g. complaints, concerns, and general information) by interpreting policy; acts as an effective spokesperson for the Department; receiving, interpreting, and conveying verbal and written information with clarity; provides advice and procedures with a view to ensuring maximum office efficiency and client satisfaction.
- Responsible for document management and retention; develops, manages, and maintains paper and electronic filing systems specific to program needs
- Arranges department and committee meetings as necessary, room bookings, and takes meeting minutes.
- Liaises with Trent’s Registrar’s Office regarding policy and procedural matters, scheduling, student records, and communicates confidential information about waivers, conditions, exceptions etc. with respect to students
- Liaises with Office of the Dean of Arts & Science regarding course offerings, course syllabi review prior to submission, operating budgets, CUPE 1 and CUPE 2 hiring, hour allocation, timesheets/VIP
- Support the Chair with TUFA tenure and promotion files collecting student and colleague letters of support.
- Responsible for ensuring CUPE 1 members requesting Right of first refusal are provided the departmental criteria, set up in-class visits, track all ROFR information.
- Responsible for administrative duties associated with course evaluations (communicating deadlines, collecting, and sharing results with Dean’s Office).
- Acts as point of first contact for orientation and for the provision of information on workplace, university policy, and support services for new, sessional, and part-time faculty.
- Orders and maintains office supplies. Arranges room bookings for Department.
- Manages key and door code allocation for departmental spaces.
- As directed by course instructors, order desk copies from bookstore or publisher.
- Organizes the Department alternate exam date/time for students who have missed an exam, consults with course instructors for list of student attendees, and exam material needed, provides completed examination materials back to course instructors.
- Monitors and updates the Departmental website as necessary
- Creates and manages social media accounts for department
- Attend the Academic Administrative Assistant Meetings and other training as applicable to job
- Assist with Convocation
- **Cyclical Review**_
- General support of the Quality Assurance processes by assisting with cyclical review processes and any new programs developed within the academic unit, including:

- Attends Cyclical Review Workshop
- Collects and compiles Curriculum Vitae and Course Syllabuses
- Assists with development and distribution of required surveys
- Drafts the site visit schedule for external reviewers, and arranges hospitality and transportation from the hotel for the external reviewers
- **Timetabling, Enrolment Management, and Planning**_
- Support the Timetable Representative for the Department, and proactively manages section needs and waitlists to avoid scheduling conflicts and to promote efficient use of facilities space.
- Organizes timetable data in DCU timetabling software, screens for potential scheduling conflicts and works closely with the Scheduling Administrators throughout the academic year in regards to scheduling, enrolment monitoring, and trouble-shooting any scheduling issues.
- Maintains database of course offerings and enrollments and prepares long-range forecasts of course demand for use by the Chair in program planning.
- **Teaching Support/GTA/Markers/Academic Assistants/Lab Demonstrators**_
- Maintains departmental database of teaching support needs.
- Summarize and post course support needs for department.
- Prepares budget to submit to the Dean’s Office for Fall, Winter, and Summer terms; responsible to ensure that this budget is met.
- Reviews and approves employment record forms before Chair approval, and submission to the Dean’s Office.
- Updates and provides instructions for guiding new employees to access and complete safety training.
- Assigns and monitors timesheets throughout the term and is responsible for payroll reporting (i.e. delegate in VIP).
- Working with the chair to produce the GTA course listing for Dean approval, once approved post on departmental website. Confirm GTA assignment and process hiring paperwork for the Graduate Studies

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