Department Assistant, Faculty of Education term
7 months ago
**This is a 2-Year Term Position**
The **Department Assistant, Faculty of Education is a full-time term** position, responsible for providing administrative support for the Faculty. The incumbent must know the overall flow of university processes and procedures (i.e. grading, curriculum, staffing, budgeting) and will ensure all processes are completed in a timely fashion and all deadlines are met.
**Responsibilities**:
- Has comprehensive knowledge of overall flow of university processes and procedures, and ensures all deadlines are met.
- Responsible for ensuring course outlines are vetted by the DRC and that copies are retained and filed.
- Ensures all final exam information is submitted to the Scheduling Office.
- Provides information to faculty, contract academic staff, and students on various aspects of university operations and procedures.
- Responds to inquiries from faculty members.
- Keeps apprised of new developments that relate to the Faculty.
- Provides administrative support to committees.
- Prepares correspondence as requested by the Dean’s Office.
- Assist with planning recruitment activities and events.
- Acts as the recording secretary for meetings/discussions as required.
- Prepares preliminary drafts of reports for the Dean to review, edit and develop as requested.
- Assists with maintaining all written materials related Education.
- Assists with maintaining Education webpages and with planning social media campaigns.
- Working knowledge of programs and policies within the Faculty of Education
- Provides back-up to other positions in the area.
- Reconciliation of the general ledger by ensuring that marker hours and Contract Academic Staff payments are processed and charged to the correct accounts. Troubleshoots discrepancies and inaccuracies in accounting information.
- Has comprehensive knowledge of university policy and procedures including the UWFA-RAS and UWFA-CAS collective agreements.
- Assist with updating policies and procedural documentation on an annual basis.
- Responsible for all job postings for Contract Academic Staff positions.
- Responsible overseeing processing of contracts and payroll information for contract faculty.
- Responsible for onboarding activities related to new contract faculty members, organizes annual Contract Academic Staff orientation session.
- Working knowledge of the Right of First Refusal process per CAS-UWFA collective agreements.
- Responsible for tracking eligibility for Right of First Refusal for contract faculty in Education as set out in the CAS-UWFA collective agreement.
- Assist with onboarding of new Regular Academic Staff.
- Liaise with other administrative support staff to ensure comprehensive and accurate records are kept up to date.
- Interprets policies, procedures, and regulations and provides advice and assistance to contract academic staff and regular academic staff
- Collects, files and sends reminders regarding deadlines related study leave and activity reports.
- Assist with tracking changes to RAS faculty members rank, eligibility for tenure and promotion and study leave. Must be aware of deadlines set out in the UWFA-RAS collective agreement.
- Recommends changes to current policy and procedures and assists with updating documentation.
**Qualifications**:
- High school completion with office skills and completion of a formal training program in office skills from a recognized institution.
- University education would be an asset.
- 1-4 years directly related office experience.
- Knowledge of University regulations, programs, and policies essential. Demonstrated knowledge of Education and Developmental Studies programs, regulations, and policies.
- Demonstrated knowledge of and familiarity with the field of Education a definite asset
- Good working knowledge of Microsoft Office including Microsoft Access.
- Knowledge of or ability to acquire other computer programs preferable.
- Computer/word processing skills.
- Must have effective oral and written communication and interpersonal skills.
- Good organizational & time management skills.
- Ability to exhibit maturity when responding to enquiries.
- Ability to gather and organize information into useful and explanatory formats.
- Ability to conduct research.
- Problem solving, organizational ability and assessment skills required.
- Must have the ability to work in a university/computerized environment.
- Must be able to work independently and establish and maintain working relationships with others.
- Must be able to make independent judgments and manage several tasks at one time.
- Must be able to cope with interruptions.
- Must be able to organize and give effective presentations.
- Must be able to plan, organize and coordinate secretarial work activities to ensure completion within estimated deadlines.
**An equivalent combination of education, experience, skills, knowledge and abilities may be considered.**
**Condition(s) of Employment**:
- Must be legally entitled to wo
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