Faculty Engagement Administrative Specialist
3 weeks ago
Faculty Engagement Administrative Specialist
Primary Objective: This role is responsible for the centralized management and administration of the Faculty Engagement office under the Vice Dean. The incumbent will ensure a cohesive workflow, adhering to established policies and procedures while upholding faculty standards. This position will assist the Faculty Engagement Officer in implementing strategic initiatives, managing faculty-related processes, and coordinating intricate administrative tasks that support the provincial objectives of the Vice Dean's office. Occasionally, the coordinator may need to communicate on behalf of the Vice Dean or the Faculty Engagement Officer, often dealing with highly sensitive matters.
Nature of Responsibilities: Reporting directly to the Faculty Engagement Officer within the College of Medicine, this position will cultivate and sustain professional relationships with various stakeholders, including students, faculty, departmental colleagues, and external organizations. In collaboration with the Faculty Engagement Officer and Vice Dean, this individual will regularly update and enhance current practices while introducing evolving processes and procedures in faculty engagement. The incumbent will navigate complex challenges and opportunities, utilizing data collection and assessment to inform decisions. The role encompasses a wide array of responsibilities that involve competing deadlines, peak workloads, and situations requiring both independent and collaborative work. Occasionally, the work will involve sensitive and confidential issues, necessitating timely decision-making under pressure in a dynamic environment, along with the ability to manage multiple tasks simultaneously.
Key Responsibilities:
Engage in communication with the College of Medicine faculty to consult, inform, collaborate, and gather feedback on policies, processes, and future initiatives. Maintain current knowledge of faculty policies and processes to facilitate effective change. Support the Medical Faculty appointment process by ensuring all necessary forms and information are complete and timely. Provide comprehensive administrative assistance to the Faculty Engagement Officer, including scheduling meetings and preparing necessary correspondence. Assist in the development and implementation of faculty engagement initiatives, including orientation, mentorship, development, and recognition programs. Manage professionalism procedure documents, including archiving, timelines, and policy updates. Effectively oversee assigned tasks from inception to completion, including research, analysis, budget management, coordination, and implementation, while fostering collaborative relationships to achieve desired outcomes. Ensure that priorities and deadlines are met, and that correspondence and documentation are handled efficiently, accurately, and confidentially. Exercise judgment, confidentiality, and discretion when addressing sensitive issues. Provide coverage for and collaborate with the Faculty Engagement Officer as needed. Acquire knowledge of or demonstrate the ability to learn the university's administrative structure and processes. Facilitate effective communication between the Vice Dean's office, faculty, department heads, and other stakeholders.Qualifications
Education: A post-secondary certificate or diploma in business administration or a related administrative program is required.
Experience: Three to five years of relevant experience providing confidential administrative support in a fast-paced and dynamic office environment. A combination of education and experience may be considered. Experience in a university health-related setting is preferred. Experience in a diverse and inclusive environment is essential. Proficiency in Microsoft Office Suite, including Word, Excel, and Publisher, is required. Familiarity with the university's interconnected structure and processes is advantageous.
Skills:
Demonstrates highly effective interpersonal, analytical, written, and verbal communication skills. Ability to work independently as well as collaboratively within a team environment. Exhibits professional maturity, judgment, and decisiveness; capable of fostering a cooperative work environment within a complex organizational structure. Proven ability to work with project concepts and provide leadership to a team, ensuring cohesive development and delivery. Exceptionally strong written, verbal, research, organizational, and communication skills. Ability to locate necessary resources and facilitate the development of sustained connections. Demonstrated initiative and self-direction. Ability to work collaboratively, showcasing polished presentation, written, and interpersonal communication skills. Proven strategic planning capabilities. Ability to provide technical guidance and leadership to faculty, staff, and clientele; energetic and demonstrating leadership in a highly collaborative manner. Proven ability to think and act strategically, exercising diplomacy and creativity in problem-solving. Demonstrated ability and creativity in negotiating mutually beneficial solutions. Ability to make data-driven decisions and a demonstrated commitment to quality.-
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