Administrative Manager
3 months ago
**Administrative Manager**:
The Administrative Manager is an integral team member of the Office of the Vice Dean Faculty Relations (VDFR), College of Arts and Science, and reports directly to the VDFR.
**Primary Purpose**: The central purpose of this position is to provide effective and timely support and assistance to the VDFR in respect of their administrative management responsibilities. The Administrative Manager ensures compliance of all VDFR administrative activities and actions with University policies and contracts; stays informed and informs the VDFR regarding activities, issues and initiatives that have an impact on the Office of Faculty Relations and on the College; and successfully minimizes risk by advising on union agreements and through sharing of knowledge of collective agreements and university collegial processes.
**Nature of Work**: The Administrative Manager reports directly to the VDFR, as the Dean’s Designate in all matters of faculty relations, and oversees the work of the Administrative Assistant (CUPE1975) VDFR team member. The Administrative Manager and Administrative Assistant team member are co-located within the same office. All VDFR offices are located in the Dean’s wing on the second floor of the Arts Tower. The work is technical and detailed, requiring excellent judgment and a high degree of both accuracy and discretion. The pace of work varies somewhat with the ebb and flow of collegial processes and the academic calendar, however, workflow is generally swift and deadline driven. The expectation is to work on campus Monday to Friday, with potential for a future hybrid arrangement. Travel and shift work are not required.
**Typical Duties or Accountabilities**:
This position has oversight of, and comprehensively administers, the College Review Committee (CRC) which includes the important processes relating to faculty renewal of probation, tenure, promotion, and college and department standards:
- Provide administrative support for this committee by anticipating, preparing and drafting relevant background materials, briefing notes, preparing presentations, scheduling meetings, tracking agenda items and subsequent action items to ensure implementation and follow up as appropriate. Ensure accurate and well-formatted minutes and reports are produced on time for distribution. Synthesis of feedback on minutes and reports. Support of the Dean (and VDFR) as Chair of the CRC.
- Ensure the faculty tenure, promotion and renewal of probation processes (led by the College Review Committee) are effectively managed, in support of the VPFR office and the Dean’s office
- Ensure only eligible faculty are on the list that goes forward to the CRC;
- Distribute resources to faculty members and Heads involved in CRC processes;
- Review deferrals of tenure requests, ensuring compliance with the USFA Collective Agreement;
- Ensure the timely and accurate completion of relevant documentation for all CRC meetings;
- Serve as the resource person for CRC Subcommittees and CRC Working Groups**;**:
- Work to ensure collegiality is maintained among all parties involved in the CRC; successful handling of sensitive information while maintaining appropriate confidentiality.
This position also has the responsibility of the management and administration of sessional lecturer appointments (CUPE3287). In collaboration with the departments, efficient management, and provision of accurate administrative support for the successful recruitment and appointment of sessional lecturers as per the Collective Agreement and college policies and procedures
- Right of First Refusal (ROFR);
- Maintenance of ROFR;
- Reinstatement of ROFR;
- Check appropriateness of appointments and preparing and distributing letters of appointments and completion of EJSs for ITEP and INTS appointments;
- Oversee the process for providing sessionals with a stipend for teaching special deferreds or special supplemental exams.
Other typical duties include;
- Accurate management of faculty resignations and retirement, including early retirements (Reduced Appointment Retirement Plans)
- Provide efficient, accurate management and administrative support for the successful recruitment and appointment of Professor Emeritus status, as per the Office of the Provost and Vice President Academic guidelines.
- Administration and management of the faculty annual review process.
- Effective management and coordination of the Role Model Speaker Fund and the EDI Initiatives Fund:
- Administer the funds
- Effective management and coordination of the New Scholar Awards and Teaching Awards.
- Responsible for non-faculty Human Resources/employment processes and issues.
- Electronic job submissions (EJSs) for college office, letter of offers for term and casual appointments and support staff appointments in the College office.
- Submit EJSs (electronic job submissions) for miscellaneous faculty items e.g., Canada Research Chairs, additional pay, teaching
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