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Administrative Assistant

Date: March 31, 2015
Reports to (Job Title): Administrative Officer
Jobs Reporting (Job Titles): None
Department: School of Accounting and Finance

Location:

Main Campus

Grade:

USG 6
35 hr/wk


Primary Purpose

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.  

Key Accountabilities:

1. 

Supports the teaching, outreach, public relations, research activites 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.

2. 

Faculty Relations Administration

 

Faculty Recruitment

  • Works closely with the Director and DACA members in the recruitment of new faculty hires;  
  • Coordinates applications for new and vacant faculty positions, liaising with the Offices of the Vice President: Academic and Provost and Dean of Arts regarding advertising,
  • Prepares acknowledgement and rejection letters;
  • Schedules candidate visits and interview process, including meeting room bookings, notices, etc.
  • Coordinates travel arrangements and accommodations for potential new faculty members;
  • Primary contact with recruiting candidates;
  • Assists the DACA members in the preparation of UARC documentation;
  • Maintains the School Faculty Position Application (FPAS) system;
  • Maintains confidentiality of candidate files;
  • 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.
  • Identifies candidates, assists with establishing a School Tenure and Promotion Committee
  • 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

  • Provides faculty members with information on sabbatical application deadlines;
  • Reviews and ensures Request for Leave of Absence applications are complete prior to submitting to the Director and Dean of Arts Office for approval.
  • 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;
  • Reviews and ensures applications are complete prior to submitting to the Director, Dean of Arts Office, Provost, or Human Resources for approval.

Records Management

  • Maintains confidential faculty files pertaining to tenure, promotion, merit and discipline cases, and ensures files are secure;
  • Compiles data and maintains spreadsheets to monitor faculty administrative tasks, committee memberships, teaching records, course critiques, candidate lists, reviews, etc.;
  • 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 teaching faculty.

 

Position Requirements

Education:

Some post-secondary education required and 3 years of administrative experience in a confidential/sensitive environment or an equivalent combination of education and experience.

Experience:

Demonstrated experience working effectively in a fast paced and sensitive work environment serving diverse clients.  Excellent oral and written communication skills.  Superior financial management skills. Demonstrated sound judgement, tact and discretion. Willingness to meet accepted standard of confidentiality.  Strong decision-making, creative thinking, organizational and interpersonal skills.   Exceptional client service skills acquired in a university setting or a multi-stakeholder environment.  Familiarity with equality/equity matters.

Technical:

MS Word Excel PowerPoint Other
Proficient Intermediate Intermediate Outlook: Intermediate
Sharepoint: Intermediate

Nature and Scope

Interpersonal Skills:

Internally: communicate with the following to present and discuss information and problems: members of the School, Staff within Dean of Arts office, Secretariat, Office of Research, V.P. Academic, Finance, Catering, and Human Resources.  Externally: deal with professional bodies, government agencies, business contacts, and visitors coming to SAF.

Level of Responsibility:

The incumbent must possess good judgement, initiative and flexibility to adapt to competing tasks with minimal supervision. Works with a high degree of autonomy on matters related to faculty appointments, tenure and promotion proceedings, annual faculty review, sabbatical applications, and other procedural matters. 

Decision-Making Authority:

Decide type of document and supporting material required for a multitude of complex forms and application procedures.  Answer inquiries about the School and university procedures and policies. Refer atypical problems to the Chair or Administrative Officer.

Physical and Sensory Demands:

This role requires exertion of physical or sensory effort resulting in moderate fatigue, strain or risk of injury as a substantial amount of time is spent sitting at a computer with repetitive keyboard movements.  The incumbent must possess mental fortitude and patience in cross-cultural and inter-personal relations with a large clientele.

Working Environment:

This role involves minimal psychological risk resulting from unavoidable exposure to disagreeable or uncomfortable environmental conditions.  There may be ambiguity of situations and shortcomings in data, and some internal clients may be demanding, may request breaking policy, and some situations may require escalation.  This role involves dealing with a variety of tasks; frequent interruptions and adjustment of priorities, and meeting multiple, conflicting and/or tight deadlines beyond one’s control.