Faculty Services Assistant

**Faculty Services Assistant - Limited Term**

**Tracking Code: req1297**

**Faculty/Department**: Faculty of Engineering and Applied Science

**Number of Positions**:1

**Appointment Type**: Limited Term 19 Months

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

**Salary Range**:Level 6 - Starting Salary, Step 1 $55,534

**Posting Date**:September 3, 2024

**Closing Date**: September 9, 2024

**Job Summary**: The role of the Faculty Services Assistant is to provide operational, administrative, and financial support to the Faculty of Engineering and Applied Science (FEAS).

**Nature of work**:
Reporting to the Director, Planning and Operations (DPO), the Faculty Services Assistant provides support in the FEAS Dean’s Office in the areas of financial administrative support, resource planning, academic scheduling, and acts as the first point of contact for the Dean’s Office.

**Responsibilities/accountabilities**:

- Provides administrative support to the Dean’s Office and liaises on a regular basis to support the activities of the Faculty’s academic departments (Automotive and Mechatronics Engineering, Electrical, Computer, and Software Engineering, Energy and Nuclear Engineering, Mechanical and Manufacturing Engineering).
- Supports the tracking and monitoring of Faculty resources, reconciles on a monthly basis credit card expense for the DPO.
- Provides overall support to all Concur users within the Faculty and provides general knowledge of expense policies and procedures.
- Acts as primary contact for all Faculty related purchase requisitions, liaise with Purchasing and Finance on any follow-up issues as required.
- Assists with the Faculty’s budgetary forecasts and submissions.
- Coordinates human resources contract creations within EPAF for all part-time academic and non-academic personnel.
- Working with the Dean’s Office and the International Office, supports Visiting Scholars.
- Oversees asset distribution and tracking of laptops for all Faculty personnel.
- Supports planning and execution of all physical space allocation within the Faculty.
- Supports academic scheduling activities as guided by the Faculty Budget Officer and DPO.
- Coordinates all midterm and final exam scheduling, including assigning and scheduling proctors, preparing contracts and overseeing timesheet submissions and approvals, also supports to ensure all test materials are available.
- Provides assistance and support to team members and contributes to special projects within the Faculty and university-wide events as required.
- Acts as first point of contact within the Dean’s Office and coordinates all mail distribution and office supply ordering.
- Other related duties as assigned by the DPO

**Required Skills**:

- Attention to detail, confidentiality and the ability to manage multiple demands working with efficiency and accuracy.
- Ability to act independently with defined objectives, under mínimal supervision.
- Excellent communication and interpersonal skills with a demonstrated ability to handle faculty, staff and students with tact and diplomacy.
- Adobe Pro, Banner, FAST, CONCUR
- Possess some experience in database maintenance and report writing systems such as Microsoft Office (Excel, Access), COGNOS
- Proven team player dedicated to excellent customer service.
- Well-developed written communication and interpersonal skills, diplomacy and tact, with a professional and courteous demeanor.

**Required Education**:

- Completion of post-secondary program of two academic years related to business administration or accounting
- An equivalent combination of education and related experience may be considered.
- Verification of Academic credentials may be required

**Required Experience**:

- One to three years of related experience, preferably in a post-secondary academic environment.
- An equivalent combination of education and related experience may be considered.

**How to Apply**:
Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

**Job Location**: Oshawa, Ontario, Canada

**Expected Start Date**: 9/16/2024

**Expected** End Date**: 5/29/2026