Administrative Assistant

Overview:
Accountable directly to the Director and the Administrative Officer of the School of Accounting and Finance and is responsible for ensuring the smooth operation and confidentiality of the Director’s Office with a focus on service excellence in support of the efforts of the School.

**Responsibilities**:
Supports the teaching, outreach, public relations, research activities and goals of the School
- Organizes the Director’s schedule, screens visitors, books appointments, travel arrangements and changes to detailed arrangements involving numerous others
- Liaises with faculty, staff, students, and external partners for the purpose of information dissemination
- Employs appropriate protocol with dignitaries and international guests by phone and in person
- Handles all visitors and callers to the office with professionalism
- Responds to queries and requests for information, requiring a thorough understanding of University policies and procedures
- Identifies and resolves problems either independently or in consultation with senior administrators
- Responsible for keeping the Director appraised of any priority matters that require his/ her immediate attention
- Handles complex situations as they arise with discretion and confidentiality
- Maintains utmost confidentiality concerning details of the Director’s discussions and correspondence
- Organizes agendas, minutes, documentation, and provides briefing notes for the Director prior to meetings
- Maintains School files pertaining to the Director’s office and his/her activities, including the compilation and maintenance of statistical information, faculty files, etc.
- Drafts correspondence and prepares confidential documents for the Director’s signature as required
- Organizes School administrative and committee meetings, creates agendas as requested and takes minutes as required
- Provides advice and guidance on policies and procedures, including those related to tenure, adjunct appointments, etc.
- Assists with writing tasks and research projects as necessary, and performs project work of a non-routine nature, as requested

Faculty Relations Administration

Faculty Recruitment
- Works closely with the Director and DACA members in the recruitment of new faculty hires
- Prepares acknowledgement and rejection letters
- Coordinates travel arrangements and accommodations for potential new faculty members
- Assists the DACA members in the preparation of UARC documentation
- Maintains the School Faculty Position Application (FPAS) system
- Maintains database of statistical data for the various DACA members

Academic Appointments
- Prepares pertinent paperwork for regular and sessional faculty appointments and administrative contracts
- Serves as liaison with UW’s immigration specialist on Labour Market Immigration Assessment (LMIA) for non-canadian workers
- Prepares sessional teaching contracts, cross and adjunct appointments
- Provides an orientation to new faculty members and ensures that all support services are arranged, and provides information on university and academic policies and procedures
- Monitors end dates of definite term and probationary term appointments and ensures renewals are processed in a timely manner

Tenure and Promotion
- Coordinates tenure and promotion proceedings in consultation with the Director
- Provides assistance in the preparation of briefs and reviews for accuracy and completeness
- Coordinates letters from external referees
- Arranges meetings and coordinates the final submission to the Dean of Arts Office

Merit
- Coordinates merit proceedings in consultation with the Director.
- Establishes internal timelines for proceedings in conjunction with those set forth by the Dean of Arts Office
- Collects year-end reports from faculty members, compiles data related to research grants, publications, teaching and service activities from same, preparing summary forms, and arranging Merit Committee meetings
- Prepares spreadsheets of final merit ratings for Dean’s office and letters of evaluation for all faculty members in the School

Sabbaticals
- Calculates and verifies sabbatical leave entitlements

Other
- Provides faculty members with information on policies, processes and deadlines for overload, administrative appointments, other leaves, retirement or termination

Records Management
- Maintains confidential faculty files pertaining to tenure, promotion, merit and discipline cases, and ensures files are secure
- Maintains confidential files for sessional teaching appointments, cross appointments, adjunct appointments
- Provides statistics for annual reports, merit reviews, year-end reports, etc.
- Maintain contact lists and update information pertaining to all faculty and staff, departmental committees, sabbaticals, etc.
- Responsible for data integrity of faculty database
- Prepares reports on faculty complement as required
- Co-ordinates the dissemination and collection of student evaluation materials for tea