Administrative Assistant to The Chair

Overview:
**Term: 10 months**

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

**Responsibilities**:
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 and 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
- Compiles statistical information on behalf of the Department Chair for use in the preparation of accreditation briefs, annual reports, planning documents, etc.

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
- Processes and confirms academic qualifications and determines space requirements for all part-time, definite-term, adjunct, post-doctoral fellow, and research associate appointments. Monitors all appointment end dates on a regular basis to ensure renewals are processed in a timely manner
- Liaises with the university Immigration Specialist regarding immigration requirements for all faculty and non-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
- 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, 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
- Prepares the agenda, meeting materials, and takes the minutes of the monthly department meetings, ensuring adherence to appropriate protocols, process guidelines and standards
- Assists with the planning and execution of various special events e.g., department retreat, as required

Human Resources
- Supervises the Department Assistant including recruitment, monitoring job performance and workflow, providing coaching and mentoring, and delivering the annual performance review
- Provides functional supervision to the administrative staff in the absence of the Administrative Officer and understands the roles and responsibilities of the administrative team members

Financial Duties
- Coordinates the annual submission of professional expense reimbursement claims on behalf of faculty members in the Department
- Reviews and approve faculty operating expenses prior to Chair approval
- Incumbent must have knowledge of the relevant financial policies and procedures to ensure reimbursements are properly processed
- Delegated operating expense signing authority up to $5,000
- Assists the Administrative Officer with operating account related financial activities as needed

Other Departmental Support
- Provides support to the Administrative Officer as required
- Participates in special projects as assigned by the Administrative Officer and/or Chair
- Maintains procedure manuals for the position and implements changes to procedure and processes a