Assistant to The Dean, School of Advancement

2 weeks ago

Scarborough, Canada Centennial College Full time

Job Number:
- J0423-1481- Job Title:
- Assistant to the Dean, School of Advancement- Job Type:
- Permanent FT Support- Bargaining Unit:
- FT Support- School/Department:
- Academic- Campus/Location:
- Progress- Pay Range:
- $28.56 - $33.11/Hour- Pay Band:
- Support F- Hours/Week:
- 35 hours/week- Shift Schedule:
- 8am to 4pm- Date Posted:
- April 25, 2023- Closing Date:
- May 2, 2023We also recognize that Centennial is situated on the Treaty Lands of the Mississaugas of the Credit First Nation and pay tribute to their legacy as well as that of all First Peoples that have been and remain present here in Toronto. We recognize that First Peoples come from sovereign Nations and that part of understanding our responsibilities of residing on this territory are understanding the true history, circumstances and legacy of the Treaties signed here (such as the Toronto Purchase, Robinson-Huron Treaty and Williams Treaties) and including pre-contact Treaties and Agreements between sovereign Nations and that all peoples in this area are therefore Treaty people with obligations and responsibilities to all our relations.

**Position Summary**
Reporting to the Dean of School of Advancement (SOA), the Assistant to the Dean is responsible for providing on-site coordination of the Dean’s office, senior administrative support, and assumes responsibility for numerous projects for the Dean and for the Manager of Operations and Registration. The incumbent is accountable for service excellence in day-to-day operations of the School. Duties and responsibilities for the Assistant to the Dean include Administrative support for the Dean, inputting monthly attendance, scheduling and contract generation for COMM and GNED courses and to act as the primary contact person for all operational aspects of the Dean’s office.

**Responsibilities**
**_Senior Level Support to the Dean_**
- Acts as liaison, on behalf of the Dean, and responds to internal and external inquiries on a range of issues concerning academic and non-academic policies, programs, operating procedures, and services
- Provides functional guidance and direction to administrative and academic staff to ensure objectives are understood and met in a timely and accurate manner
- Establishes and maintains a collaborative environment for sharing information on the school’s programs, articulation agreements, new initiatives, new policies, and project activities with the VPs Office, Corporate Planning, chairs, managers, coordinators, other Schools, Recruitment Office, Marketing & Communications, International Office, Part Time Learning, Registrar’s Office, CCSAI, Alumni, and other student service areas
- Utilizes tact, diplomacy and discretion when dealing with staff at various levels, union officers, students and government officials, and determines which inquiries should be referred to the Dean or to appropriate college staff for action Uses strong negotiation skills when meeting with students and faculty, coordinators, Deans, and senior managers to resolve student complaints and ensure college policies are understood and properly adhered to
- Schedule internal and external activities, including appointments, meetings, college-related travel arrangements, and events for the Dean and Management team
- Prepares a variety of written communication documents, including, reports. Presentations and communiqués to internal and external stakeholders
- Provide administrative, logístical, and coordination support to the Dean, and the Marketing and Communications Office with respect to special projects and social media
- Coordinates web-based and social media communications with the College’s Marketing and Information Technology departments to update and maintain the SOA website

**_Marketing, Social Media and Special Projects_**
- Updating SOA’s portal and posting on social media channels for recruitment purposes in consultation with the Marketing department to ensure compliance.
- Compiling and designing the School’s newsletter
- Maintains extreme confidentiality of information relative to all aspects of the Dean’s Office and Chairs
- Plans and works with School committees and groups as required, including preparation of attendance lists, agendas, liaises between committees and Dean, records and prepares minutes, gathers and analyzes background information on meeting issues, and writes and reviews meetings’ reports
- Reviews and assesses incoming mail, notifying the Dean about any material requiring for his/her attention/action. Logs, tracks and ensures that all correspondence is assigned to appropriate staff and that responses meet required deadlines
- Organize and coordinate meetings; room bookings, prepare agendas, take minutes, schedule Zoom/MS Teams invites, event logistics (catering, contacting attendees, directions, and ensure appropriate multi-media equipment is available as needed)
- Liaises with internal and external resources to plan, coordinate and implement spec

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