Skip to the content of the web site.

Faculty Services Manager & Executive Assistant

Date: November, 2015
Reports to (Job Title): Dean of Environment
Jobs Reporting (Job Titles): None
Department: Dean of Environment


Main Campus


35 hr/wk

Primary Purpose

The Executive Assistant is accountable to the Dean for ensuring the accuracy and timeliness of the Faculty of Environment’s faculty appointment procedures, tenure and promotion procedures, sabbatical and other leave applications, and administrative appointments.  Using detailed knowledge of the Memorandum of Agreement, relevant policies, procedures and precedents, s/he provides support and counsel to the Dean, Associate Deans, Chairs, faculty and staff members on these and a broad range of other administrative matters.  The role is also responsible for privacy and records management within the Faculty and serves as Secretary to several key Faculty-level committees such as Faculty Council, Executive Committee, Administrative Group and the Faculty Committee on Student Appeals.

Key Accountabilities:

1.Oversight of all aspects of Academic and Administrative Appointments including, but not limited to, the following:

2.  Management of Environment’s Tenure and Promotion Process including, but not limited to, the following:

3.  Management of privacy and records management within the Faculty including, but not limited to, the following:

4.  Committees


5.  Confidential Support including, but not limited to, the following:

5.  Maintenance of Records and Database:

Position Requirements


Post-secondary diploma or equivalent education or experience


A thorough knowledge and understanding of University and Faculty policies and procedures as they relate to faculty appointments and tenure and promotion proceedings, records management and privacy  is essential.

Competencies: Self-directed, detail-oriented, organized, sound judgment and an exceptional communicator.

Technical:   Intermediate experience with Microsoft Outlook, Word and Excel


MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

Internally, communicates with all groups and at all levels to present, discuss information and problems (e.g., Vice-President, Academic and Provost Office, Secretariat, deans, department heads, faculty members, administrative staff, students).

Externally, receives enquires from government, media, academic institutions, and the community-at-large to exchange or provide information.

Level of Responsibility:

This position manages several faculty-wide processes that are specialized but have no direct reports; provides

support and counsel to the Dean, Associate Deans, Chairs and faculty members on a range of administrative matters, and handles complex and sensitive situations in a timely manner and with minimal supervision. The direct line of supervision is the responsibility of the Executive Officer to oversee, however, the incumbent will be required to provide supervision and management of the Office & Facilities Coordinator on various tasks performed as part of their daily routines.

Decision-Making Authority:

Physical and Sensory Demands:

Working Environment:

Travel None
Workng Hours Regular working hours
Risks  – physical and psychological

Physical risks

  • No significant risks

Psychological risks

  • No significant risks