Administrative Assistant to the Dean of Faculty of Health

Position Summary The Administrative Assistant provides a wide range of administrative services to support the Faculty of Health and Human Services (HHS) Dean, Associate Deans (AD), and within the Office of Dean. The Administrative Assistant works independently and exercises initiative, judgement, strong communication, and time management skills to carry out the duties of this position with little or no direction. They must be fully aware of the Dean/AD schedules and priorities, including travel and meeting commitments, be prepared to make rapid changes to arrangements, and alert the Dean/AD to potential scheduling conflicts and priorities. The Administrative Assistant analyzes, interprets, and communicates effectively on issues of a complex, confidential, and strategic nature, including the application and variance of college strategic plans, collective agreements, policies and procedures. They perform all processes relating to the operations of the Faculty of HHS, provide administrative support to functions related within the Office of the Dean between faculty, students, internal and external appointments, hiring processes, annual faculty performance review and awards processes. The Administrative Assistant is apprised of the Mission and Vision of North Island College and is committed to implementing and practicing these values within the role. Position Competencies Job Knowledge; Judgment; Teamwork; Planning & Organization; Customer Service Excellence; Communication & Interpersonal Skills Duties & Responsibilities 1. Dean’s Office operations and administrative functions: - Provide analytical and administrative support to the Dean and Associate Deans (AD) on a variety of campus-wide and faculty issues, projects, and programs.- Prepare and provide for the Dean/AD pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.- Managing all documents, including confidential materials, and information in accordance with college policies and Freedom of Information and Protection of Privacy Act (FOIPPA).- Engage FOIPPA principals with all communications (verbal, written, formal and informal).- Using initiative and judgment, take appropriate action during the absence of the Dean/AD to ensure matters requiring immediate attention are dealt with and/or referred to the appropriate authority in an efficient manner.- Monitor correspondence destined for or sent from the Dean’s office, reviewing and in consultation with the Dean/AD, preparing responses or draft responses within specific timeframes (e.g. meeting actions, funding requests, faculty PD requests, plans, and reporting).- Utilizes exceptional organizational skills to support the work of the Dean’s Office committee, as directed. Responsible for efficient and comprehensive administrative support to these areas, including, but not limited to: meeting scheduling and coordination; preparation and distribution of agendas; transcribing minutes and other meeting materials; maintenance, tracking, and updates any related documents and files on information management system (e.g., SharePoint).- Keep track of assignments made to others for actions to be taken on the Dean/AD behalf and ensure that deadlines for responses are met.- Collaborates with the other members of the Dean’s Office Support Team to provide a range of administrative services and support including back-up coverage during periods of high-volume workflow, assistance with various projects as directed, and coverage for vacations.- Organizing, planning, and revisions of travel arrangements for the Dean/AD.- Maintains awareness of emerging workplace and educational technologies and participates in relevant professional development and knowledge sharing opportunities.- Greet visitors, answer or redirect general inquiries in person, by telephone, and email. Respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.- Identifying, analysing student and faculty issue documentation in preparation for Dean and/or AD review.- Assisting Department Chairs, faculty, students and external clients with inquiries, College processes, policies, and forms.- Utilize discretion and judgement to screen visitors and telephone calls and notify appropriate personnel.- Supervisor to HHS student employees (e.g Health Lab Monitors, etc.) 2. Confidential hiring procedures and process: - Collaborates with the Dean/AD in updating Faculty of HHS job descriptions as required.- Prepare and revise postings for People Admin.- In collaboration with the Department Chairs, Dean, and AD prepares, edits, and finalizes internal/external faculty and staff postings.- Develop, maintains and tracks the HHS Dean’s Office hiring database of all new, open, and filled postings.- Develop and maintain faculty course qualification and experience database for all HHS programs- Develop, maintains and tracks database of internal sessional faculty course qualifications and seniority.- Identifies and informs Dean, AD, and HR of any updates and/or closures required for active postings.- Support department search committees: coordinate job applications for screening, schedule multiple shortlisting and interview appointments; contact candidates for interviews and references; distributes shortlisting, interview, reference materials to the committee; gather and store all documents related to searches for HR.- Prepare, coordinate, process and distribute documentation such as employee appointment requisitions.- Process onboarding and provide a welcome to new employees including: introductions to HHS department chairs, support staff, and college support; IT network access and tech; assignment of offices, keys, move requests; and necessary set up and purchases. 3. Dean’s Office activities and event management: - Plan and coordinate Faculty of HHS events, workshops and conferences.- Monitor faculty profiles and informs faculty and Marketing of any required changes.- Reviews promotional materials for the Faculty of HHS.- Preparing documents for and collating results of confidential faculty evaluations.- Faculty Evaluations: In collaboration with the Dean determine eligible faculty list: organize faculty orientation and Dean’s Summary meetings; prepare documentation for distribution to faculty and students; facilitate student evaluations of faculty; collate results of confidential faculty evaluations; edit/format Dean’s Summary documentation; send final documentation to HR- HHS Student Awards: coordinate, maintain, and distribute award information to department chairs; generation of GPA reports, collate and prepare final department award information; advise Dean and Student Services of Dean’s Honour Roll award recipients and nominees for the President’s Award; prepares and sends Dean’s Honour Roll letters to awardees; responds to student and department chair inquires of processes. 4. Executes other duties as assigned by the Dean, Associate Dean, and Senior Administrative Specialist:- Assist the Senior Administrative Specialist (SAS), Dean, and/or AD with monitoring and approvals of faculty/staff leaves.- Collaborates with the SAS in reconciliation of all financial expenses directly related to the Faculty of HHS Dean’s Office and departments (e.g. Visa Summaries, travel expenses, request of payment, timesheets).- Develop/populate/monitor appropriate forms: systems, non-systems, contract, and special funding.- Contacting internal/external agencies for information, researching and compiling information as requested (e.g. maintaining updated Advisory/Island Deans Committee member lists, BCCNM registrations).- Assisting the Dean, AD, and SAS in preparing reports and correspondence (e.g. Island Health, Ministry of PSEFS).- Supporting the Dean/AD as a representative to external agencies/committees (e.g. maintaining e-binders with meeting materials, special committee functions and roles/NECBC, CASN, Education Team, Operations Team).- Working with the Department Chairs and instructors to ensure the timely completion of any projects or assignments originating from the Dean’s office (e.g. departmental strategic plans, loading/section requests, curriculum revisions/submissions).- Attend meetings with, or on behalf of the Dean/AD for the Faculty of HHS, as assigned by the Dean/AD.- Will facilitate and support in connecting appropriate resources, referrals, or actions for any student/employee/public experiencing a crisis, utilizing judgement to take the initiative, if necessary.- Performing other related duties as assigned by the Dean, AD, SAS. Required Education & Experience - Completion of an associate degree in office administration, or related discipline relevant to the position, from an accredited institution.- Bachelor’s degree preferred.- Minimum five years recent directly related administrative experience in a post-secondary institution. An equivalent combination and experience may be considered). Required Knowledge Skills & Abilities - Excellent human relations skills, a strong customer service attitude and can effectively communicate complicated technical ideas in user-friendly language.- Proven experience in dealing with and maintaining, a high degree of confidentiality, professionalism, and cultural awareness/sensitivity.- Knowledge of post-secondary educational operations, policies, procedures, and collective agreements.- Superior organizational and time management skills with demonstrated ability to handle multiple tasks under competing deadlines.- Ability to plan and prioritize tasks efficiently to meet deadlines in an environment of changing priorities and high volume during peak periods.- Demonstrated ability to maintain effectiveness and accuracy in a changing and diverse work environment, responding to change with a positive attitude.- Strong analytical skills, attention to detail, and ability to demonstrate sound judgement, diplomacy, and tack.- Proficiency in developing, implementing and evaluating office systems and procedures- Excellent oral and written communication skills with the ability to communicate professionally and effectively with individuals at all levels within the College, faculty, students, and external colleagues and clients.- Advanced level of proficiency in Microsoft Office Suite (Excel, PowerPoint, OneNote) and Outlook 365 applications, including Teams, SharePoint, Adobe Acrobat and video conferencing.- Advanced level of proficiency with MS Word, including accurate word processing skills of at least 60 words per minute.- A valid driver’s license is required and access to a personal vehicle may be required for travel.- Flexible to travel to other campuses, as required. * Applicants should be prepared for testing.