Administrative Assistant, Office of The Dean

Administrative Assistant, Office of the Dean

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Job Summary
Reporting to the Manager, Staffing and Academic Operations the incumbent is responsible for providing sensitive and confidential administrative support to the Dean and Associate Deans by preparing correspondence, coordinating calendars, and responding to inquiries on behalf of the Office of the Dean. Additionally, the role acts as secretary for the Faculty Board and its sub-committees and supports events hosted by the Office of the Dean. This position requires the incumbent to maintain a high degree of confidentiality, tact and discretion and must function with an exceptional level of accuracy, responsiveness, excellent judgment and demonstrate commitment to promoting equity, diversity and inclusion.

**Job Description**:
**KEY RESPONSIBILITIES**:

- Plans, maintains, and coordinates the schedules for the Dean and the Office of the Dean (e.g., Associate Dean of Teacher Education and Associate Dean, Graduate Studies and Research), which includes prioritising, re-arranging, or deferring appointments and meetings to accommodate conflicting commitments.
- Evaluates and responds to inquiries on behalf of the Dean externally and internally with limited direction, referring complex issues to the Dean. Composes original correspondence for the Dean’s signature on a wide spectrum, of matters. Ensures issues referred to the senior team are prioritized by level of importance and urgency and that these issues are followed up on appropriately.
- Arranges and coordinates all travel and accommodation in connection with administrative, teaching, and research activities for the Office of the Dean.
- Coordinates and acts as secretary for the Faculty Board and its sub-committees. This includes organizing meetings, circulating agendas, minutes, reports and motions, record keeping, and maintains a list of all sub-committee members.
- Organizes and maintains personnel files including the official file for all full-time and adjunct faculty members, including the archiving/disposing of files.
- Organizes and maintains accessible electronic and hard copy filing systems in a timely manner. Utilizes and refines computer databases and/or filing systems to maintain accurate and organized data.
- Coordinates events hosted by the Office of the Dean including booking space and refreshments, creating and distributing invitation and agendas, and tracking attendance.
- Researches information and collection of material to respond to general inquiries.
- Provide back-up support for other staff in the Office of the Dean, including supporting scheduling for the Deans, as required.
- Undertakes other duties in support of the Faculty.

**REQUIRED QUALIFICATIONS**:

- University degree in business administration or a related field of study is an asset.
- Minimum of three years of program/office administrative experience.
- Related experience in an academic setting is an asset.
- Knowledge of University policies and procedures is an asset.
- Working knowledge of computers and IT functions, and PeopleSoft systems is an asset.
- Consideration may be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Ability to take initiative and responsibility for tasks from beginning to completion.
- Ability to work in a confidential, high-pressure environment, and to independently set priorities and juggle many conflicting tasks.
- Ability to respond diplomatically and sensitively using good judgment in difficult situations, and to interact professionally with all levels, internal and external to the University.
- Strong communication skills, both oral and written to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.
- Superior organization skills with the ability to cope with multiple demands and prioritize competing requests.
- Effective practical problem-solving skills to help troubleshoot and resolve administrative and service issues.
- Excellent interpersonal and communication skills (verbal and written) to interact with a wide variety of people in many contexts, including an ability to deal diplomatically with faculty, staff and students.
- Communicate with tact, diplomacy, and adherence to strict confidentiality.
- Service-oriented perspective.
- Ability to learn new software as necessary and thrive in a dynamic work environment.
- Ability to work independently.
- Ability to contribute to a team-based, positive work environment.
- Ability to quickly and accurately communic