Executive Assistant to The Dean

2 weeks ago

Hamilton, Canada McMaster University Full time

Schedule

Monday - Friday, 8:30am - 4:30pm

4 days per week in office, 1 day per week hybrid

Education Level

3 year Community College diploma in Office Administration or related field of study.

Career Level

Requires 4 years of relevant experience.

The DeGroote School of Business (DSB) has developed a reputation for innovative programs, and teaching and research excellence. DSB offers undergraduate, professional and research-focused graduate programs across two campuses (Hamilton and Burlington) to over 4000 students, and includes several interdisciplinary programs.

DeGroote’s strategic plan prioritizes McMaster’s five strategic pillars of Inclusive Excellence, Teaching and Learning, Research Excellence, Community Engagement and Operational Excellence. The Faculty has placed a priority on fostering inclusive excellence in everything we do, across our community of stakeholders.

JOB SUMMARY:
Responsible for overseeing the day-to-day operation of a Dean's Office within a Faculty. Provides administrative and analytical support to the Dean in a variety of areas. Coordinates activities on the Dean1s behalf and acts as a liaison to senior management across campus. Works under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results. Provides lead hand supervision to administrative staff within the office.

ACCOUNTABILITIES:

- Act as a point person for all staff who support the Dean.
- Provide analytical and administrative support to the Dean on a variety of campus-wide and faculty issues, projects, and programs.
- Prepare detailed briefing materials for the Dean prior to meetings.
- Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
- Oversee and direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Dean.
- Keep track of assignments made to others for actions to be taken on the Dean's behalf and ensure that deadlines for responses are met.
- Support the administration and coordination of the election processes to fill vacancies on Faculty and University governing bodies.
- Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
- Follow-up on and ensure appropriate implementation of decisions made by the Dean.
- Resolve complex problems within area of responsibility and consult relevant documentation and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- Develop estimates of time, resources, and budgets required for various activities, events and projects.
- Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
- Utilize discretion and judgment to screen visitors and telephone calls and notify appropriate personnel.
- Provide policy and procedure information to others.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Prioritize and schedule appointments for the Dean's calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the Dean.
- Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
- Write a variety of documents such as procedure manuals, reports, and minutes.
- Draft correspondence on behalf of the Dean.
- Format, word process, edit, and proofread a variety of documents and materials.
- Source and obtain pricing information for office supplies and equipment.
- Set up and maintain filing systems, both electronic and hard copy.
- Classify, sort, and file correspondence, records, and other documents.
- Update and maintain confidential files and records. Handle sensitive material in accordance with established policies.
- Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
- Assemble, copy, collate, and disseminate a variety of documents and materials.
- Open and distribute incoming mail and faxes.
- Prepare outgoing mail, faxes, and courier shipments.

KNOWLEDGE/SKILLS:

- Exceptional interpersonal, organizational, planning and communication skills. Incumbent will interact with individuals at every level and from many different perspectives.
- Ability to cope with multiple demands and manage competing priorities.
- Excellent analytical and judgment skills.
- Excellent capability to make decisions independently with authority and confidence, referring only the most complex problems to supervisors.
- Solid knowledge

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