Associate Dean/dean’s Assistant

2 weeks ago

Barrie, Canada Georgian College Full time

**Associate Dean/Dean’s Assistant**

**(**
**Job Number**:
**270-23**
**)**

**Department**: Hospitality, Tourism and Recreation

**Campus**:
***Barrie

**Classification**:
***Support Staff

**Posting Date**:
***July 26, 2023

**Salary Range**: $26.47 (start rate) - $30.69 (4 year rate)

**Hours Per Week**: 35 hours per week

**Status**:
***Contract (Appendix D)

**Effective Dates**: August 8, 2023 - December 22, 2023

**THIS IS A TEMPORARY REPLACEMENT POSITION FOR A BARGAINING UNIT EMPLOYEE.**
***Terms and conditions of employment are as outlined in the Support Staff Collective Agreement.
- Reporting to the Dean of Hospitality, Tourism and Recreation, the incumbent performs organizational and administrative services for the Dean and the portfolio. Handles day-to-day operation of the office, assists in the flow of communication and provides general information. Collects, compiles and researches information and data for reports and proposals for the Dean. The Dean‘s Assistant interacts with all levels of college personnel and external contacts. All of these responsibilities require a high level of confidentiality. Specific duties include, but are not limited to:

- Organize, prioritize and expedites the flow of work for the Dean in a timely and efficient manner, while maintaining the confidentiality of faculty, staff and student issues and any other sensitive material to which the incumbent may be privy to
- Maintains an effective follow up system for timely access to pertinent information when required
- Provides a variety of secretarial services including initiating and composing confidential correspondence to both internal/external contacts, maintaining accurate and professional standards, booking appointments, and organizing the Dean’s calendar/ schedule and arranging travel accommodations
- Provides support to the Dean by working on special projects, new programs, articulation, accreditation, partnership developments.
- Acts as resource for coordinators/faculty and support
- Guides students on required process to resolve a complaint or issue
- Provides secretarial support for various meetings including coordinator meetings, support staff meetings, external committee meetings and producing agendas or materials, taking/transcribing minutes and follow up on action items
- Maintaining files and file systems - both paper and electronic, setting up formal performance reviews (support, faculty, and managers), preparing and reconciling expense reports and PCard statements for the Dean and Department Manager
- Follow up on delegated items and ensures that meetings, minutes and action items are completed
- Provides confidential, accurate and timely responses and acts as information resource for students, staff, or the general public by answering inquiries which require a complete knowledge of policy and procedures within the portfolio (i.e. providing referral or information on academic policies)
- Ensures that communication flow is efficient and effective within the portfolio as well as to external agencies/ organizations
- Provides conflict resolution and problem solving as able and refers when necessary to other staff

**QUALIFICATIONS**:

- Successfully completed a two-year post secondary diploma in a related field of study
- Three years experience in an office environment providing administrative support services where duties included providing secretarial support, project management and front-line customer service
- Experience providing secretarial and logístical support to diverse committees and initiatives
- Ability to assist with short, medium
- and long-term goal setting, track milestones of the team on behalf of the Dean, report on progress and assist with implementing continuous improvement
- Ability to critically analyze information, interpret requests and make decisions in accordance with prescribed procedures and practices of the organization
- Ability to prioritize and balance providing support to multiple partners
- Computer skills and experience using Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Sharepoint, Visio, FIS Banner) to answer inquiries, prepare correspondence, track data, and draft presentations
- Demonstrated professional communication and interpersonal skills with the ability to interact with external clients as well as all levels of an organization with professionalism, diplomacy and tact
- Organizational and time management skills with the ability to manage a variety of projects / tasks simultaneously
- Ability to maintain a high level of confidentiality to assist the Dean (i.e. reports, proposals, AMFs etc.) and handle information with discretion
- Proven ability to work independently or within a team environment and self-initiate
- May be required to work flexible hours to support meeting or special events hosted by the department
- May be required to travel to other campus in support of the Dean
- Alternate formats will be provided upon request throughout the

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