Chief of Staff

Office of the Dean, Faculties of Human Sciences, Philosophy and Theology

Dean

Job Type :

Full Time (Non-unionized)

Work Schedule:

35 hours per week

Salary Scale :

Level 9 - ($ - $ )

In this document, the masculine pronoun is used without discrimination and only for conciseness

Saint Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained a federated relationship since 1965. Bilingual and on a human scale, it has more than 1,000 students. It offers programs in social communication, counseling and psychotherapy, canon law, public ethics, conflict studies, philosophy, theology, human relations, transformative leadership and spirituality, and social innovation. Saint Paul University offers an environment conducive to professional growth and competitive benefits.

Saint Paul University is known for its integration of learning and research with social engagement, resulting in a unique student experience. It participates in dialogue on contemporary issues and is committed to social justice.

Summary

The incumbent plays a leading role in managing and coordinating activities of the Deans' Office to ensure that the mandate and the objectives of the deans and the three faculties are fully realized. Create and maintain effective communication channels and ensure an ongoing connection with the various internal stakeholders. Work closely with the deans to ensure that all operational needs are met. Develop organizational plans and operational processes, carry out detailed analyses, supervise support staff and manage the Office's financial and human resources.

Key Responsibilities

Managing financial and human resources:

• Support the deans in managing schools' and services' budgets for the three faculties, providing analytical and operational recommendations for improvements and efficiencies. Coordinate the annual budget consultation process.
• Supervise the staff of the Deans' Office, ensuring training and mentoring as well as ongoing performance evaluation.
• Monitor expenditures during the budget year. Flag any budget overruns in the accounts, get the relevant information and suggest corrective actions.
• Analyze the faculties' administrative procedures and recommend changes to the deans, as needed.

Managing academic programs and course offerings:

• In collaboration with the directors of the schools, monitor new trends in program offerings, take part in creating and modifying programs, analyze the impacts of modifications on other programs, ensure that deadlines are respected and that the schools' regulations are interpreted and applied properly, and assist with cyclical evaluations of programs.
• Coordinate with the deans and the directors of the schools on the creation and implementation of new programs. Offer advice on program management and strategic projects to establish transfer agreements and monitor existing ones to ensure program consistency.
• Work with the person in charge of creating and revising 2+2 agreements. Coordinate the consultation process with all stakeholders to ensure that agreements can be delivered by the faculties within the specified timelines.
• With the directors of the schools, prepare and submit to the Senate any requests approved by Faculty Council, such as requests to create and modify programs, courses, regulations and any other academic issue.
• Participate as needed or upon request in regular meetings (School forum; directors' meetings; Faculty Council) with directors of the schools and with undergraduate and graduate program coordinators to ensure the smooth running of the faculties and collaboration among faculties and with other departments. Be a non-voting member on the following committees: Undergraduate Studies, Graduate Studies and some scholarship committees.
• Identify opportunities for collaboration with the other faculties and external organizations. Manage the implementation of partnership agreements aimed at increasing registrations and enhancing student experience.
• Plan and oversee the sound management of the Office's human and financial resources to meet the sector's needs, ensure stability and continuity in the administration of the faculties and promote a healthy work environment.
• Supervise the planning and coordination of course offerings at the undergraduate and graduate level for the three faculties for each semester. Ensure that the proposed course offerings contribute to student satisfaction, are financially responsible and reflect the University's priorities. Make sure that course offerings are sufficient to allow 2+2 students to obtain their degree in two academic years. Consult the directors of the schools, academic advisors and students.
• Consult the directors of the schools and the deans annually to define the workload of the regular faculty for the upcoming year and to determine the number of part-time professors required for budget purposes.
• Manage the calculation of renewal rates for part-time professors. Ensure that relevant articles of the collective agreement are applied to avoid grievances and possible additional costs for the University. Supervise the distribution of notes on the renewal rights of part-time professors within the specified time limits. Serve as a resource person for the faculties with the deans and directors of the schools on applying the relevant articles of the collective agreement.
• Analyze, on an ongoing basis, data related to registrations and admissions to foresee trends regarding registrations for upcoming terms. Recommend adjustments to course offerings based on needs (for example, add courses, find new professors, add teaching assistants, cancel courses).
• Advise regular and part-time professors on matters related to administrative aspects and academic regulations, especially regarding information included in course outlines and everyday issues that arise in courses, to ensure seamless delivery of course offerings. Help to develop solutions and forward problems to the deans if needed.
• Serve as a resource person for the Office of Admission, Registrar and Student Services for anything regarding course offerings, teaching personnel, student evaluations and classrooms.

Managing academic integrity:

• Supervise and coordinate the administrative process related to cases of academic fraud and subsequent appeals, as stipulated in the relevant academic regulation. Investigate any cases that are submitted to ensure that sufficient information and documentation has been provided.
• Ensure that the utmost confidentiality is maintained throughout the process and that deadlines are met.
• Serve as a resource person for the Academic Integrity Committee, Interpretation of Academic Regulations Committee and Senate Appeals Committee.
• Serve as a resource person for the deans, the executive committees of the faculties and members of the Academic Integrity Committee in applying the University's and the faculty's relevant policies and regulations.

Education, Experience and Knowledge

• A university degree
• In-depth knowledge of university administration, programs and student services.
• Strong finance and budget skills.
• Ability to influence other people.
• Strong analytical and critical thinking skills.
• Solid abilities in analyzing and interpreting statistical data.
• Excellent communication skills, orally and in writing, in both English and French, and in managing and interacting with others.
• Excellent skills in organizing work, managing priorities, respecting tight deadlines and closely monitoring projects.
• Bilingualism (oral and written).

Interested candidates are requested to submit an online application at Job Openings(ustpaul.ca ) by May 21, 2024 at 11:59 p.m.

We thank all applicants for their interest in this position. We will be contacting only those candidates who have been chosen for the next step of the selection process.

We are committed to ensure employment equity and we encourage the participation of all individuals eligible to work in Canada. If your application is successful and you require accommodation during the selection process, please notify us if you are contacted for an interview. Your personal information is protected under the provisions of the Privacy Act.