Academic Administrative Assistant

1 week ago

Ancaster, Canada Redeemer University College Full time

Academic Administrative Assistant
- staff
- Full-time - Open until filled - Starts: ASAP
- The Position

The Academic Administrative Assistant (AAA) provides administrative support to the Vice President, Academic (VPA), the Associate Vice President and Dean, Academic (AVPDA), and the school and associate deans. The AAA administers, organizes and performs a wide range of administrative duties ,dealing with confidential and sensitive matters, combined with a thorough understanding of departmental policies and procedures and the nature of academic programs in a university academic setting. The AAA regularly makes requests of, and directs, faculty on behalf of the VPA, AVPDA and the deans; and ensures the timely and reliable movement of academic business from the academic schools/areas through appropriate approval processes. The AAA’s typical day involves a delicate balancing act of dividing time between long-term planning, shorter-term administrative work, and responding to a wide range of requests from and needs of the VPA, AVDPA, deans, faculty, and staff.

**This is a 100% FT position.**
- Responsibilities

**ADMINISTRATIVE DUTIES TO THE DEANS AND DIRECTOR OF THE CORE PROGRAM (50-60%)**

The AAA keeps the academic business of the university flowing in a timely and orderly fashion. Among other things, the AAA:

- Scheduling faculty and staff appointments, committee meetings, and any other meetings for the deans as requested.
- Serves as a liaison between the academic deans and on-campus and external visitors.
- Communicates with faculty members, staff, students, community partners, and others on behalf of the deans being committed to the highest level of professionalism in all interactions.
- Directs the movement of academic business and documents through appropriate approval notification and approval processes.
- Maintains VPA database and creates related databases used to provide statistics and reports as requested in a timely manner.
- Schedules meetings, prepares and distributes material for meetings and reviews minutes to advise the deans and aid in the follow-up of action items
- Communicates with, schedules and organizes the materials from faculty for the annual year-end interviews, in addition to preparing the files for the supervising deans.
- The AAA provides additional support to the AVPA beyond that given to the deans, including overseeing the AVPA’s schedule and calendar.

**ADMINISTRATIVE DUTIES TO THE VICE-PRESIDENT, ACADEMIC and ASSOCIATE VICE-PRESIDENT, ACADEMIC (5-10%)**

The AAA provides regular support to the Vice-President Academic and Associate VP, Academic in the following manner:

- Provides coverage for the EA to the VPA when necessary, including when the EA to the VPA is on leave or on vacation, ensuring that the VPA is supported and the VPA’s office processes that require timely attention are maintained.
- Works with the EA and IT department to provide, update and remove access for faculty to/from the App and to/from appropriate groups on the App.
- Schedules the APC meetings for the AVPA, manages the documentation, agendas and workflow.
- Serves as the front-line point-person for the Office of the Vice President, Academic for faculty questions and assistance to new adjunct faculty (App access, account setup, network information etc).

**STUDENT EVALUATION OF TEACHING AND LEARNING) (20-30%)**
- Working for the VPA and the AVPDA, the AAA oversees the online creation, processing, analytical data compilation, and report creation and generation of the student evaluations of teaching and learning.

**FACULTY HIRING AND FIRST ROUND INTERVIEWS (5-10%)**

**KEYS FOR ADJUNCT FACULTY (5%)**
- The AAA is responsible for providing keys for access to classrooms, the faculty common room, the adjunct faculty room and to the AV cabinets temporarily to adjunct faculty each term.
- Preferred Skills and Attributes
- Well-developed interpersonal and written/oral communication skills, with special attention to tact and professional tone.
- Research skills plus qualitative and quantitative analytical skills.
- An ability to work independently with mínimal supervision under broad direction
- An ability to take initiative in administrative details
- An ability to stay focused on long-term, short-term, and immediate goals, and balance them in such a way that each can be taken care of without undue attention being lost to any of them.
- An intuitive sense and judgment as to the importance of requests for information and/or time from senior academic administrators.
- The ability to conduct duties efficiently and accurately with high levels of concentration.
- Good working knowledge of office practices and procedures.
- Education, Training & Certifications
- Bachelor’s degree from accredited university (or equivalent education)
- Minimum three years administrative experience, preferably in a post-secondary environment
- Other Requirements
- Understanding of Redeemer University (mission, values, and Reformed C

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