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Executive Officer

Date: May 1, 2012
Reports to (Job Title): Dean of Mathematics Office
Jobs Reporting (Job Titles):

5012 – Faculty Financial Officer

2382 – Administrative Assistant

1079 – Graduate and Research Coordinator

1917 – Administrative Assistant

Location: Main Campus

USG 15

35 hr/wk

Primary Purpose

The Executive Officer provides strategic advice and support to the Dean and senior administration of the Faculty. This position also provides leadership and support on special projects and strategic initiatives, and serves as an advisor to senior administration on confidential and non-routine matters. The Executive Officer is responsible for financial oversight of the Faculty, management of the human resources activities, directing activities related to facilities and space, and management and oversight of other administrative functions required to support the teaching and research missions of the Faculty. As the senior administrative staff position in the Faculty, the Executive Officer provides continuity as academic leadership changes.

Key Accountabilities:

1.Strategic Planning support, including but not limited to:


2.Directing Human Resource activities within the Faculty, including but not limited to:



3.Financial oversight, including but not limited to:


4.Operational leadership, including but not limited to:


5.Facilities and equipment management, including but not limited to:


Position Requirements


Bachelor’s Degree in a discipline related to business administration or finance. Master’s degree preferred.  Additional education or training in human resources administration and communications is an asset. Education in Mathematics or Computer Science is an asset.


Several years’ experience in an academic unit; several years progressive experience in management and supervision. Experience with establishing operating budgets and priority setting. Excellent oral and written communication skills. Advanced knowledge of and experience interpreting policies, procedures and guidelines.


Must possess outstanding leadership and management skills. Ability to build agreement without relying solely on authority. Must be able to quickly assimilate information and analyze data.


MS Word Excel PowerPoint Other
word excel powerpoint

Advanced experience with Microsoft Excel including features such as databases and pivot tables

Proven ability to learn new software on demand; ability to recommend computer implementation of manual processesIntermediate experience with databases and reportsExperience analyzing financial statements

Sufficient understanding of computer systems and their capabilities to be able to recognize/recommend process improvements and appropriate staff training.

Nature and Scope

Interpersonal Skills:

Internally, makes contact with faculty and staff to promote, justify or settle highly sensitive matters. The list may include:

Externally, makes contacts to obtain action, reach agreement and negotiate:

Level of Responsibility:

Manage a faculty-wide function or process that is highly specialized with direct reports

Decision-Making Authority:

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment

Working Environment:

Travel: Occasional travel required

Working Hours: Regular working hours, some evening/weekend work required.

Risks  – physical and psychological: 

Physical risks


Psychological risks