Executive Assistant to the Dean
2 weeks ago
Executive Assistant to the Dean
Tracking Code: req1095
Faculty/Department: Faculty of Engineering and Applied Science
Number of Positions: 1
Appointment Type: Full-Time Continuing,
Hours of Work: 35 hours per week
Salary Range: Level 7 - Annual Hiring Salary, $56,356, with annual step progression in accordance with the .
Posting Date: April 23, 2024
Closing Date: May 6, 2024
Job Summary: The Executive Assistant, Faculty ofEngineering and Applied Science provides efficient,professional and confidential, executive level support to the Dean. This includes managing activities thatsupport the Dean’s role both internal and external to the Faculty andUniversity. Duties are complex, variedand often of a highly confidential nature.
Nature of work:
Reporting tothe Dean, Faculty of Engineering and Applied Science (FEAS), the ExecutiveAssistant to the Dean is a strong, positive, collaborative and supportivepresence for the Dean’s office, Faculty, Staff and the University. The complexand competing nature of the responsibilities involved in this role requires ahighly organized individual who can set priorities, perform dutiesindependently as required and also have the ability to work collaboratively ina team environment. The incumbent must possessa strong sense of initiative and decision making to investigate and resolvecomplex issues as they arise. Dailyactivities involve regular interaction with staff, faculty, executive offices,and high-level internal and external contacts, with exposure to confidentialinformation requiring considerable use of tact, diplomacy, discretion andexcellent judgement.
Responsibilities/accountabilities:
Operates at the highest level of sensitivity and confidentiality about personnel and operational matters and effectively manages unique situations with discretion; maintain the Faculty’s confidentiality practices; Prioritizes and screens matters requiring the Dean’s attention. When appropriate, resolves issues/concerns and requests and composes responses for the Dean’s review. When appropriate responds on behalf of the Dean; Applies knowledge and continuously gathers priorities of the Faculty and the activities of the Dean to organize and coordinate a complex schedule. Assess, confirms and communicates importance of requests for meetings or changes in meeting schedules and coordinates the Dean’s calendar. Ensures the Dean is prepared with the appropriate materials for meetings well in advance; Coordinates Committee and Faculty Council meetings, including assisting in setting agendas; preparing meeting materials, takes and distributes minutes, and follows up on action items; Administers many highly-confidential internal processes including the career-progression processes for both Tenured/Tenure-Tracked and Teaching Faculty appointments; Maintains highly-confidential and sensitive information regarding the stakeholders of the Faculty and University; Assists the Dean with human resources and labour relations grievance processes; Review both internal and external correspondence; compose and edit responses, reports, and briefing notes; Coordinates Dean’s travel arrangements including managing registrations, accommodations, logistical arrangements, and preparations of itineraries; Tracks monthly attendance records for all administrative and managerial staff; Facilitates recruitment of faculty and staff, ensuring institutional processes are adhered to; Other related duties as assigned.Required Skills:
Attention to detail, confidentiality and the ability to manage high volume and multiple demands Extensive knowledge of university programs, systems, policies, procedures, governance and administrative activities; Demonstrated experience in problem resolution, using sound guiding principles; Foster and maintain a team environment; Superior organizational and time management skills and the ability to work well under pressure; Acts with integrity and maintains a high level of confidentiality; Excellent communication and interpersonal skills with a demonstrated ability to handle faculty, staff and students with tact and diplomacy; Intermediate in MS Word, Excel and PowerPointRequired Education:
Post-secondary education of two academic years or equivalentcombination of education and/or experience* Verification of Academic credentials may be required
Required Experience:
A minimum of three to five years of experience in a senior administrative support role, preferably in an academic environment; Experience working in an administrative support role to a senior level is preferred; Administrative experience in an academic environment, including knowledge of university policies and proceduresHow to Apply:
Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until May 6, 2024 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.
OntarioTech University is actively committed to equity, diversity, inclusion, indigenizationand decolonization (EDIID), and welcomes applications from all qualifiedcandidates, while especially encouraging applications from First Nations,Metis, Inuit peoples, Indigenous peoples of North America, racialized persons,persons with disabilities, and those who identify as women and/or2SLGBTQ+. All qualified candidates are encouraged to apply;however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work inCanada, will be given priority.
Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.
If you require accommodation, please contact , Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s .
The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.
Job Location: Oshawa, Ontario, Canada
Expected Start Date: 5/6/2024
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