Executive Assistant to The Dean of Fnas

**Position Purpose and Summary**

The Executive Assistant to the Dean of Faculty of Natural and Applied Sciences (FNAS) provides administrative assistance and support to the Dean, to the Assistant Dean, faculty members, and academic support staff.

**Key Areas of Accountability**

**Administrative Support: Work with the Office and Project Manager (OPM) to maintain an overall welcoming, efficient and fully confidential office.
- Provide confidential administrative services for the Dean, Assistant Dean, faculty, and academic support staff.
- Manage Dean’s P-card, calendar, mail, and other communications as needed.
- Oversee the distribution of keys and other access devices issued to faculty, staff, and students in the Neufeld Building.
- Schedule FNAS meetings, circulate agendas, take and distribute minutes.
- Assist the OPM in the planning of various FNAS events during the school year.
- Cooperate with the OPM to solve problems as circumstances emerge.

Finance/Budget: Provide administrative services for the Dean and Assistant Dean.
- Assist the Dean and Assistant Dean as needed to make projections and create the annual budget.
- Monitor the FNAS administrative accounts as required, including academic program budgets and other monthly operating GL’s.
- Assist the Dean, Assistant Dean, faculty, and academic support staff with submissions of finance forms such stipend requests, deposits, cash requests, mileage, and reimbursement of FNAS employees and students.
- Assist the Dean with the construction and maintenance of other records, such as faculty workload points, part-time and overload stipend records and payments, professional development funds, and other budget items as needed.

Timetable: Manage the construction of the course timetables for each semester in conjunction with assigned faculty for presentation and review by the Dean.
- Gather data from department Chairs, perform data entry (including fees), do initial problem solving; negotiate room assignments, course times, and the reconciliation of scheduling conflicts; work cooperatively with the Registrar’s Office to complete the timetable.

Instructional Support: Provide administrative support for FNAS courses/programs.
- Support travel study staff and faculty in constructing the annual budget, managing expenses, and reconciling the final budget. Arrange accommodation, travel, P-card submissions, cash advances, and reimbursements.
- Assist in the compilation of FNAS program review documentation.

Fire Safety: Act as the Fire Marshall for the Neufeld building.
- Complete monthly safety reports and maintain the FNAS safety plan.

Campus-Wide:

- Assist the Office of the Provost and the FNAS Office and Project Manager with projects/events for which the Office of the Provost provides a coordinating role, such as the management of course evaluations and graduation ceremonies.
- Work in cooperation with departments across campus to promote university initiatives.

**The Person**

**Skills and Abilities**
- Strong interpersonal skills relating to a broad range of faculty, staff, students, and the public.
- Excellent written and oral communication.
- Superior organizational skills with initiative and independence to accomplish established goals, a keen focus on details and ability to deliver results.
- Strong technical skills in Microsoft software (e.g., Teams, Outlook, Word, Excel, PowerPoint, SharePoint), Adobe, and other software programs are essential.
- Ability to work in a fast-paced environment while maintaining a sense of calm and cheerful attitude.
- Committed to confidentiality and privacy.

**Personal**
- Warm-hearted, dedicated, committed and mature evangelical Christian with a keen desire to serve others.
- A firm commitment to TWU's mission, vision, Core Values, Statement of Faith and Community Covenant.
- Impeccable character and reputation, a pleasant personality with a positive and friendly attitude in the midst of a busy and challenging university atmosphere.

**Key Internal Interactions**

**Reports**:None

**Reports to**:Dean of Natural and Applied Sciences

**Standards & Requirements**

**Education**: Bachelor’s degree completion required. Post-secondary secretarial training or equivalent, knowledge of academic institutions and their working procedures is preferred. A reasonable working understanding of scientific terminology is preferred; willingness to learn is essential.

**Experience**: 2-3 years prior office experience, preferably at a post-secondary institution.
- Duties and responsibilities that do not constitute a major change may be added, deleted or changed at any time at the discretion of the supervisor either orally or in writing._

**BENEFITS OF WORKING AT TWU**:

- A comprehensive benefits package which includes extended health, dental, and insurance and an RRSP matching program.
- Annual statutory holidays (13) with generous vacation entitlement and accruement.
- Tuition Benefit for TWU undergraduate and graduate level cours