Administrative Assistant to The Chair

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**Job Requisition ID**:
2025-00853

**Time Type**:
Full time

**Employee Group**:
Staff

**Job Category**:
Administrative Support

**Employment Type**:
Permanent

**Department**:
Faculty of Engineering - Systems Design Engineering - Administration

**Hiring Range**:
$60,384.87 - $75,481.09

**Posting Information**:
Internal deadline expires on November 20, 2025, at 11:59 pm

**Primary Purpose**

The Administrative Assistant to the Chair provides executive level support to the Chair and is responsible for ensuring the smooth operation and confidentiality of the Chair’s office. In addition, the incumbent assists the Administrative Officer and manages the departmental main office including supervision of the Department Assistant.

**Key Accountabilities**

**Executive Administrative Support**
- Provides comprehensive assistance to the Department Chair to meet goals of the Department
- Manages the Chair’s schedule and coordinates often unexpected changes to detailed arrangements
- Keeps the Chair apprised of priorities or urgent matters requiring immediate attention and in the absence of the Chair, responds as appropriate
- Handles difficult situations with discretion and maintains confidentiality including details of the Chair’s discussions and correspondence
- Organizes agendas, support materials, and creates briefing notes for the Chair prior to meetings
- Drafts correspondence and administrative reports, including external reports, on the behalf of the Chair. Reviews reports and documents prepared by the Chair and AO.
- Provides administrative support for the faculty research and teaching duties of the Chair to facilitate best time management of the Chair.
- Host visitors and provide tours as needed

**Faculty Relations Administration**
- Supports the department in the recruitment, appointment, evaluation, promotion and retention of faculty
- The incumbent prepares final hiring packages for the University Appointments Review Committee (UARC), liaising with the Offices of the Vice President, Academic and Provost, and Dean of Engineering Office
- Prepares and arranges schedules for faculty interviews
- Prepares cross appointments and adjunct professor appointments.
- Processes definite-term appointments for adjuncts confirming academic qualifications and identifying any immigration requirements. Continues to monitor all appointments on a regular basis for end dates and probationary term appointments to ensure renewals are process in a timely manner
- Liaises with the university Immigration Specialist regarding immigration requirements for all faculty academic appointments
- Provides an orientation to new faculty members and ensures that all support services are arranged
- Prepares all departmental administrative appointments related to Associate Chairs and program Directors
- Coordinates merit proceedings in consultation with the Chair. Is responsible for establishing Departmental timelines for proceedings in conjunction with those set forth by the Dean of Engineering Office. Specific duties include collecting year-end reports from faculty members, compiling data related to research grants, publications, teaching and service activities from same, preparing summary forms, and arranging meetings. The incumbent is responsible for preparing spreadsheets of final merit ratings, and preparing letters of evaluation for all faculty members in the Department
- Provides advice, guidance and interpretation of policies and procedures related to tenure, adjunct appointments, overload, administrative appointments, leaves, retirement, etc.
- Maintains confidential faculty files pertaining to tenure, promotion, merit and discipline cases in accordance with UW Policy and the Memorandum of Agreement
- Tracks faculty administrative tasks, committee membership, etc.
- Keeps the Department informed of University matters and deadlines; ensures that there is a sharing of information within and outside the Department
- Maintains current membership of various committees, assists the Chair with recruitment of, and ensures voting procedures are followed. Ensures the effective and efficient operation of the department’s various committees (DACA, DTPC) and coordinates logistics as required

**Department and Committee Meetings**
- Prepares the agenda, meeting materials, and takes the minutes of the monthly department meetings, ensuring adherence to appropriate protocols, process guidelines and standards
- Plans and executes various special events for faculty and staff e.g. award dinners, de