Executive Assistant and Manager, Office of The Dean
2 weeks ago
Executive Assistant and Manager, Office of the Dean
About Queen's University
Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
Come work with us
Job Summary
Reporting to the Dean, Stephen J.R. Smith Faculty of Engineering and Applied Science, the Executive Assistant and Manager, Office of the Dean provides executive level support to the Dean, by leading the administrative functions within the Dean’s Office. As part of a high performance and collaborative team, this role ensures that communications, interactions and administrative support to the Dean, Associate Deans and Executive Director are managed proficiently and delivered with the highest standards of excellence, confidentiality and professionalism. The Executive Assistant and Manager, Office of the Dean liaises with University senior administration officials, faculty, staff, students and alumni to facilitate an appropriate flow of information on numerous complex and sensitive issues between the Dean’s Office and internal and external stakeholders. This role will conduct Faculty-related research and prepare briefing and communication documents for the Dean, manage the Dean’s schedule, and facilitate strong communication between the senior leadership team. The incumbent is responsible for managing the team providing decanal administrative support by providing strong leadership to deliver collaborative service, strategic planning, and providing seamless integrated service to all clients.
**Job Description**:
**KEY RESPONSIBILITIES**:
- Provides discreet and tactful service as the initial contact in the Office of the Dean; independently addressing, redirecting or handling enquiries as they arise.
- Manages sensitive matters with a confidential, diplomatic and empathetic approach; identify and notify the Dean, and other Executives of emergent issues as they arise so they can be addressed in a timely manner.
- Participates in strategic planning meetings and assists the leadership team with scheduling, preparing agenda and meeting materials, coordinating confidential information, drafting presentations and monitoring action plans.
- Provides background information to the Dean in developing short and long term strategic plans and operational policies. Conducts research, formulates operational plans, advises on implementation and supports as required.
- Monitors and responds to enquiries on behalf of the Dean internally and externally without direction, only referring more complex issues to the Dean; acts as the Faculty’s primary contact for issues involving university communications and campus security.
- Drafts various communications, presentations and speaking notes for the Dean on a wide spectrum of matters, often involving complex, sensitive and confidential correspondence.
- Ensures effective operations of the Office of the Dean, which includes managing a busy calendar, coordinating internal and external meetings, arranging travel and other logístical arrangements.
- Conducts research, analyzes and compiles information from a variety of sources for use by the Dean, prepares briefs and communication materials for use by the Dean for meetings and public engagements.
- Manages the regular governance reviews and procedures on behalf of the Dean including those that involve Faculty Board, Senate, and Engineering Society.
- Facilitates effective communications and decision-making between the offices of the Principal, Provost, Vice-Principals, Faculty Deans, and Department Heads, internal and external stakeholders and other executive offices.
- Establishes priorities and agendas, reports, meeting minutes, presentations or other forms of confidential correspondence, in addition to following up or resolving issues to ensure commitments and objectives are met.
- Ensures there is clear communication, strong collaboration and effective processes with departments and Faculty units such as Advancement, Student Services, Finance and Human Resources.
- Demonstrates commitment to fostering a collaborative working and learning environment that celebrates diversity and inclusion.
- Assists the Dean with a variety of special projects and reports especially those that pertain to the improvement and development of the Faculty of Engineering and Applied Science policies and procedures, budget submissions and governance.
- Maintains ongoing awareness of policy and procedural changes through the University and provides interpretation, authoritative advice and guidance to faculty, staff and students on University policy and procedures.
- Manages the Administrative Assistants to the Associate Deans and Vice Dean; plans, prioritizes and man
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Kingston, Canada Queen's University Full time**About Queen's University** Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics &...
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