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Faculty Engagement Administrative Specialist
2 months ago
Faculty Engagement Administrative Specialist
Primary Objective: This role is dedicated to the centralized management and administration of the Faculty Engagement office under the Vice Dean. The individual will ensure a streamlined workflow, adhering to established policies and procedures while upholding faculty standards. The specialist will support the Faculty Engagement Officer in implementing strategic initiatives, overseeing faculty-related processes, and coordinating intricate administrative tasks that align with the Vice Dean's provincial responsibilities. At times, the coordinator may be tasked with representing the Vice Dean or the Faculty Engagement Officer, often in relation to sensitive matters.
Nature of Responsibilities: Reporting directly to the Faculty Engagement Officer within the College of Medicine, this position requires the development and maintenance of professional relationships with a variety of stakeholders, including students, faculty, departmental colleagues, and external organizations. In collaboration with the Faculty Engagement Officer and Vice Dean, the specialist will continuously update and refine practices, processes, and procedures related to Faculty Engagement. The role encompasses a wide array of responsibilities that involve managing competing deadlines and peak periods, necessitating both independent work and teamwork. Additionally, the position may involve handling sensitive and confidential information, requiring timely decision-making in a dynamic environment.
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 the accuracy and timeliness of necessary documentation. Provide comprehensive administrative assistance to the Faculty Engagement Officer, including scheduling meetings and preparing necessary correspondence. Assist in the creation and implementation of faculty engagement initiatives, such as orientation, mentorship, development, and recognition programs. Manage documentation related to professionalism procedures, including archiving and policy updates. 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, handling correspondence and documentation with efficiency, accuracy, and confidentiality. Exercise discretion and confidentiality when addressing sensitive issues. Collaborate effectively with the Faculty Engagement Officer to provide coverage and support. Acquire knowledge of the university's administrative structure and processes, including purchasing and human resources systems. Facilitate effective communication among 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 office environment. A combination of education and experience may be considered. Experience in a university health-related setting is preferred, along with a background in diverse and inclusive environments. Proficiency in Microsoft Office Suite, including Word, Excel, and Publisher, is essential. Familiarity with the university's interconnected structure and processes is advantageous.
Skills:
Demonstrates strong interpersonal, analytical, written, and verbal communication abilities. Capable of working independently as well as collaboratively within a team. Exhibits professional maturity, sound judgment, and decisiveness; fosters a cooperative work environment within a complex organizational structure. Proven ability to manage project concepts and lead a team to ensure cohesive development and delivery. Exceptional written, verbal, research, organizational, and communication skills. Ability to identify necessary resources and facilitate communication to build lasting connections. Self-directed with a proactive approach. Demonstrates polished presentation and interpersonal communication skills. Proven strategic planning capabilities. Ability to provide technical guidance and leadership to faculty, staff, and stakeholders; energetic and collaborative in approach. Demonstrated strategic thinking and creativity in problem-solving. Proven negotiation skills for mutually beneficial outcomes. Ability to make informed, data-driven decisions with a commitment to quality.