Executive Assistant to the Dean, Faculty of Computer Science
2 weeks ago
Job Type: Permanent Full Time
Salary Range: $64, To $80, Annually
Posting Closes: November 7, 2024
The Executive Assistant (EA) to the Dean manages the day-to-day operations of, and serves as the first point of contact for the Dean’s Office, to ensure professional and exceptional delivery of academic programs, including Faculty collective agreement (CA) responsibilities, support for academic unit responsibilities, and student concerns/complaints/appeals. The EA manages the operational functioning of a broad scope of academic project initiatives, including associated budgets, to a standard that meets regulatory (Ministry of Colleges and Universities, Board of Governors, Senate, etc.) requirements.
RESPONSIBILITIES:
A. Faculty Dean Support
Proactively manage the day-to-day operations of the office through proper identification of business needs, prioritization of critical (high-risk) issues; inform and prepare the Dean on upcoming situations/demands, where briefing is required; anticipate and mitigate emerging issues/risks that impact Faculty, students, and key members of the Algoma University community, as represented by the Office of the Dean. Initiate and compile research/data collection for assistance in reporting/planning, compliance with policy/procedures, etc., consistently staying well-informed on collective agreements, policies, procedures, regulations, and academic initiatives (as applicable to the Faculty). Organize and anticipate project deadlines to meet University obligations and apply critical thinking to identify day-to-day and long-term priorities. Act as a confidential sounding board to the Dean and provide pertinent guidance when needed. Coordinates the mentoring program in accordance with collective agreements and academic plans. Ensure processes are moving through various stages of approval for processes including, but not limited to; New Hire Process, Quality Assurance processes, Hiring processes (both part-time and full-time) Advise and assist the Dean in developing academic budgets, which can include ad-hoc, collaborative partnership, and project budgets, as required. Coordinate and monitor budget transactions within the scope of authority and resolve issues as they arise. Analyze budget reports to ensure accuracy and forecast future expenditures and/or savings. Plan and coordinate all travel arrangements, conference registrations, and itineraries for the Dean (and guests, as requested) and prepare all necessary travel documentation for authorization, reimbursement claims, and credit card reconciliations as per University policy and procedures. Oversee the Marking/Grading stipends, part-time/casual student/employee recommendation, and hiring processes in close collaboration with relevant academic departments, the department of People and Culture, and the department of Innovation & Technology. Support the Peer Review Committee in accordance with the full-time faculty collective agreement, including, but not limited to; running elections, notifying faculty of deadlines, organize presentations for the faculty, organize and maintain filing system to share confidential documentation with various PRC’s, creating agendas, minute-taking, draft communications from PRC members, submit recommendations to the President, filing decision letters in personnel files. Manage the relevant parts of the academic dishonesty policy process and academic complaints process. Assist the Faculty Relations Officers with part-time instructor hiring processes as needed. Track the full-time hiring process for the Dean’s Office in collaboration with P&C.B. Faculty Support
Ensure compliance with Algoma University policies when processing forms for full-time and part-time Faculty, such as Travel Authorizations and Claim forms, Purchase Orders when applying for Professional Allowance, and PERF funds. Provide advice, guidance, and direction to Faculty members, Department, and Faculty Chairs to ensure understanding of their responsibilities related to both Faculty collective agreements, implementation of Senate policies, training, and understanding of other duties, such as Part-Time Appointment Committee process, Right of First Refusal evaluations, etc. Assist the Academic Support Coordinator with onboarding new full-time and part-time Faculty and off-boarding of Faculty retiring and resigning. Liaise with the Academic Assistants to ensure clear communication and follow-up is provided to Faculty.C. Office Administration
Act as the first point of contact with respect to management of the office. Responsible for supervising and coordinating office organization and operations (including duties such as photocopying, scheduling, task organization, mail, etc.), correspondence (drafting/responding to letters, preparation, and submission of reports, etc.), and coordination of meetings, including scheduling, preparing agendas, and minute-taking, as required. Manage secure and confidential information relating to the department, including the development and maintenance of a complex and logical filing system. Provide backup for the other Executive Assistants. Assist with all Faculty events including those organized by the Vice President – Academic & Research (VPAR) Office. Other duties, as assigned.MINIMUM QUALIFICATIONS
Previous demonstrated experience in supporting a leader in an administrative capacity is required. Strong written and verbal communication skills. Proven skills in relationship management and achieving results using a collaborative approach. Demonstrated success in contributing to change efforts and project management, while showing respect for, and sensitivity to, academic and disciplinary norms. Proven ability to communicate and work effectively with Faculty, course instructors, graduate students, support staff, and university administrators. It is required that the incumbent possess:○ Excellent customer service skills.
○ Excellent interpersonal skills.
○ The ability to work in a team environment.
○ The ability to work independently.
○ Strong personal initiative.
○ Tact and good judgment.
○ The ability to successfully meet deadlines.
○ Excellent administrative and organizational skills with the demonstrated ability to take initiative and prioritize work in a high-volume office.
○ The ability to multitask and work under pressure in a dynamic environment. ○ The ability to work effectively with people of diverse backgrounds, styles, and abilities.
● Excellent use of technology for collaboration; strong computer skills, including Google (G-Suite) and Microsoft applications.
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