Administrative Assistant to Associate Dean

4 days ago

Hamilton, Canada Mohawk College Full time

**Administrative Assistant to Associate Dean - Appendix D/Temp Assignment (May 2024 - November 2025)** Status**: Appendix D/Temporary Assignment (May 2024 - November 2025)

**Hours**: Monday to Friday; 35 hours/week

**Home Campus**: IAHS (hybrid work arrangements available)

**Rate of Pay**: Payband G (Start Rate: $32.42 per hour, plus 8% in lieu of vacation and benefits)

**Posting Date**: May 7th, 2024

**Closing Date**: May 13th, 2024 at 7:00pm EST

We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators, we believe it is important to act and show leadership in advancing the principles of reconciliation, equity, diversity, and inclusion in our community.

Reporting to the Associate Dean, of Allied Health, the incumbent provides administrative support for a cluster of programs and service departments performing a wide range of functions that contribute to the success of students, faculty, support staff and the Associate Dean.

The incumbent contributes to the operations of the department by providing quality customer service in keeping with the College’s strategic and operational objectives.

The incumbent is also responsible for the coordination of the workload planning process of all resources, to ensure that their allocation and availability in the matters of faculty, students, scheduling/timetabling, protocols, policies and processes are within annual financial departmental budget constraints.

**What you’ll be doing**:
**Supports Financial Management with monthly review of expenses for the Budget office, including forecast updates, to ensure accurate and up-to-date financial information**:

- ** **Provides timely response to issues addressed by Financial Managers.
- Investigates significant variances between the formal forecast update periods that have been addressed.
- Assists with the review process: the Finance Department (Corporate) sends a budget performance report each month and request feedback on any significant variances that are flagged by the third working day.
- Prepares Staffing Action Forms (SAF) regarding faculty overtime payments, replacement funding, budgeted salary savings.
- Recognizes and resolves problems regarding encumbered contracts and tracking of replacement and recoverable part-time expenses.

**Planning and production of part time contract assignments and monitoring of the impact on budgets as a result of workload and other department costs**:

- ** **Compiles and analyzes College generated reports related to workload performance, efficiencies and works with the Associate Dean and Coordinators on strategies that will maximize the use of resources in the department. This analysis is a vital component in departmental budget and planning processes and integrates with the Scheduling Department to ensure that single points of failure in the operations of the Allied Health department are minimized.
- ** **Assembles timetable requirements for all programs included in Allied Health across all campuses by collecting information from the Service Requests from all college program areas on SUMMIT, Associate Dean and program coordinators on specific needs of particular courses, classes and faculty e.g. for labs, classrooms, compressed deliveries, time constraints, block combinations, sequencing, faculty accommodations, special project releases. This information is compiled and submitted six months prior to the start of each semester.
- Works within the departmental annual budget when planning/allocating the number of courses delivered and contract faculty to be hired.
- Informs the Associate Dean regarding the number of contract faculty to be hired each semester and double checks the AD list to ensure compliance with the Collective Agreement and that contract faculty are re-hired according to seniority to avoid union grievances.
- Provides data and updates, as required, to front line support staff so that teaching contracts are prepared for faculty each semester.
- Meets with Associate Dean to review and finalize faculty SWF’s prior to scheduling individual meetings for all full-time faculty to meet with Associate Dean.
- Prepares final SWF’s, to be signed by Associate Dean, workload requirements report (SUMMIT) and memo from Associate Dean, by union SWF pre-determined date and delivers to faculty.
- Coordinates the generation of partial load, part-time and sessional employment contracts, compiled by area support staff and reviews prior to signature by Associate Dean.
- Ensures that effective communication and flow of complex data between Associate Dean, college program areas, faculty, support staff and corporate service areas (e.g. HR Staff Services, Payroll and Planning) through accurate and timely provision of data.

**Office Support and administrative duties**:

- ** **Provides assistance and orientation to new hires: may participate on faculty and support staff interview panel teams, schedules, a

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