Executive Assistant to The Dean

**Executive Assistant to the Dean**

**Tracking Code**:req1464

**Faculty/Department**: Faculty of Social Science and Humanities

**Number of Positions**:1

**Appointment Type**: Full-Time Continuing

**Hours of Work**: 35 hours per week

**Salary Range**: - Annual Hiring Salary, $58,329, with annual step progression in accordance with the Salary Grid.

**Posting Date**:February 27, 2025

**Closing Date**: March 13, 2025 (7:00 pm EST)

**Job Summary**: The Executive Assistant to the Dean provides efficient, professional and confidential, executive level support to the Dean. This includes managing activities that support the Dean’s role both internal and external to the Faculty and University. Duties are complex, varied and often of a highly confidential nature.

**Nature of work**:
Reporting to the Dean, Faculty of Social Science and Humanities (FSSH), the Executive Assistant to the Dean is a strong, positive, collaborative and supportive presence for the Dean’s Office, Faculty, Staff and the University. The complex and competing nature of the responsibilities involved in this role requires a highly organized individual who can set priorities, perform duties independently as required and also have the ability to work collaboratively in a team environment. The incumbent must possess a strong sense of initiative and decision making to investigate and resolve complex issues as they arise. Daily activities involve regular interaction with staff, faculty, executive offices, and high-level internal and external contacts, with exposure to confidential information requiring considerable use of tact, diplomacy, discretion and excellent judgement.

**Responsibilities/accountabilities**:

- Operates as “point person” and applies knowledge, judgement, and discretion to issues that may arise in the Dean’s Office
- Greets and responds to inquiries from the Faculty, University and Community and refers requests and concerns as needed
- Manages the Dean’s calendar around meeting institutional deadlines
- Maintains highly confidential and classified information regarding the stakeholders of the Faculty and institution
- Applies knowledge of the priorities of the Faculty and the activities of the Dean to organize and coordinate a complex schedule
- Schedules and coordinates the Dean’s calendar and ensures the Dean is prepared with the appropriate materials for meetings well in advance
- Prioritizes and screens matters requiring the Dean’s attention. When appropriate, resolves issues/concerns and requests and composes responses for the Dean’s review. When appropriate, responds on behalf of the Dean
- Composes and edits correspondence, reports, briefing notes, and other similar correspondence
- Helps coordinate and schedule committee meetings, assists in setting agendas, preparing materials, taking and distributing minutes, and following up on action items
- Coordinates the Dean’s travel arrangements, including managing registrations, accommodation arrangements, and preparations of itineraries
- Manages/remits and keeps track of Dean’s expenses
- Coordinates with the Dean in support of processes related to performance reviews, merit reviews, Third Year reviews, and Tenure and Promotion
- Organizes and maintains Faculty files and records in digital formats and hard copies (when necessary)
- Tracks monthly attendance records for the Faculty’s administrative staff and monitors electronic summary of vacation, including days entitled and days taken
- Works with new faculty and staff members to arrange new employee documentation, department orientation, workspace preparation, obtaining a laptop, Banner ID, and network passwords
- Maintains databases, distribution lists (internal and external), and organization charts
- Reviews both internal and external correspondence; composes and edits responses, reports, and briefing notes
- Other related duties as assigned

**Required Skills**:

- Attention to detail, confidentiality and the ability to manage high volume and multiple demands
- Extensive knowledge of university programs, systems, policies, procedures, governance and administrative activities
- Demonstrated experience in problem resolution, using sound guiding principles
- Superior organizational and time management skills and the ability to work well under pressure
- Acts with integrity and maintains a high level of confidentiality
- Excellent communication and interpersonal skills with a demonstrated ability to handle faculty, staff and students with tact and diplomacy
- Intermediate in MS Word, Excel, PowerPoint and Google Apps

**Required Education**:

- Completion of a 2-year post-secondary education or equivalent combination of education and/or experience
- An equivalent combination of education and related experience may be considered
- Verification of Academic credentials may be required

**Required Experience**:

- A minimum of three years of experience in a senior administrative support role, preferably in an academic env