Date:	November, 2014
Reports to (Job Title):	Executive Officer, Faculty of Applied Health Sciences
Jobs Reporting (Job Titles):	Assistant to the Associate Deans (Undergraduate, Graduate Studies and Research)
Department:	Faculty of Applied Health Sciences
Location:	B. C. Matthews Hall, Faculty Office
Grade:	USG 8 35 hr/wk

Primary Purpose

The Administrator, Faculty Relations and Appointments reports to the Executive Officer and is critically responsible to the Dean and to the administrative leaders (Associate Deans, Chairs/Directors and Administrative Assistants) in providing expert advice and support to faculty and staff related to appointments, hiring and management practices, tenure and promotion process, sabbatical leaves, honorary degrees, facilities and space management, and human resources issues for faculty and staff. The Administrator, Faculty Relations and Appointments takes a leadership role requiring expertise related to the annual merit review and faculty salary increase process and provides critical data to the Executive Officer and/or Dean for this process. The Administrator, Faculty Relations and Appointments has comprehensive knowledge and experience related to University and Faculty policies and procedures and assumes responsibility for Faculty compliance. The Administrator, Faculty Relations and Appointments promotes the overall efficiency and productivity of the Faculty Office demonstrating job knowledge, professionalism, and competence. Confidentiality, tact and diplomacy and handling complex situations are critical to this position.

Key Accountabilities:

1. Faculty and administrative leadership

serves as the key administrative liaison between the Dean’s Office, the Vice President, Academic & Provost’s Office, the Secretariat and departments/School in the Faculty of Applied Health Sciences on matters relating to appointments, tenure and promotion and annual faculty salary review process, sabbaticals and other procedural matters;

fully accountable for the implementation, monitoring and compliance of various Faculty processes: faculty appointments and hiring documentation (i.e., mission critical, UARC, appointment letters), administrative appointments, tenure and promotion documents submitted to the Faculty and University committees, Faculty merit (faculty salary increase process), sabbatical and other leave applications. Prepares necessary documentation, ensures completeness, accuracy and compliance, and facilitates the approval process. Prepares monthly Senate reports on behalf of the Dean;

advises Executive Officer and/or Dean on policy and practice and makes recommendations for needed change;

serves as the Secretary on a number of key Faculty-wide committees, including Administrative Council, Faculty Council, Faculty Tenure and Promotion Committee, Chair search committees, and other significant strategic planning committees that promote the overall efficiency and productivity of the Faculty’s goals and mission. Co-ordinates meetings and materials for internal and external participants;

assesses matters for current and potential risk and the need for escalation to Executive Officer and/or Dean (eg. related to building safety, security);
the Administrator, Faculty Relations and Appointments takes on a leadership role for University and Faculty special events and projects (eg. United Way Campaign, retirements within the Dean’s office, Dean’s stepping down events);

prepares special reports on request to the Executive Officer and/or the Dean on strategic planning related activities;

provides reports related to faculty hiring plans, and for numerous Faculty processes for the Executive Officer and/or Dean for decision making purposes;

drafts correspondence and other material for Dean’s signature as required;

co-ordinates nomination process for University awards/designations to ensure the package is complete and vetted to the various approval levels (e.g. Distinguished Professor Emeritus, Honorary Degree nominations, Research Chairs).

2. Dean’s Office administrative staff and Human Resources administration

supervises the Assistant to the Associate Deans (Undergraduate Studies, Graduate Studies and Research);

confers with Executive Officer to develop and implement human resource procedures in accordance with internal policy and current legislation;

works with colleagues from other faculties at regularly scheduled meetings to determine practices, recommendations, policy changes (eg. foreign worker policy changes);

maintains awareness of current trends and changes on University policies related to effective and efficient human resource practices and ensures policy changes and new policies are implemented and communicated.

interprets and explains human resources policies, standards/regulations to administrative staff and faculty members within Applied Health Sciences to ensure consistency with the application of University policy and practice related to hiring and managing staff and students;

prepares and maintains official employment records of all faculty members and Dean’s office staff related to hiring (eg. mission critical forms, UARC files), termination, leaves, secondments, vacation;

provides a link between Human Resources and Dean’s office with respect to staff and temporary contracts, co-op recruitment, staff interviews, payroll, vacation monitoring, hiring, salary process, administrative stipends, and other related special projects;

provides information to the Executive Officer on administrative structure in the Dean’s office and associated units;

fully accountable for the on and off boarding of faculty, staff and co-op students on best practice staff recruitment and orientation processes within the Dean’s office;

3. Space and Facility Management and Strategic Planning

supports Faculty-wide initiatives, including short and long-term space planning needs and co-ordination of space and facilities within the Faculty, security emergency preparedness, health and safety, and makes recommendations for effective space utilization;

co-ordinates and liaise with other departments/school administrative staff and Plant Operations during construction and renovations to ensure a successful transition for the occupants;

provides advice and guidance on staff and faculty related issues (eg. keying for ease and functionality within the AHS buildings, safety, security);

assumes project co-ordination responsibilities for AHS buildings and other renovation projects and is the link between the Dean, Plant Operations, IST, Health and Safety Office, and Police Services to ensure compliance with new and existing spaces;

evacuation co-ordinator for the building and responsible for emergency preparedness, health and safety, and emergency certification compliance, co-ordinate the recruitment of fire wardens, annual emergency procedures, first aid compliance, member of the AHS Safety Committee;

facilitates faculty/staff office moves, co-ordination with Plant Operations, Central Stores to create new spaces within the building and alter existing spaces (includes phone changes, billings, etc.) to ensure a successful transition;

fully responsible for keying new buildings, and maintaining key accessibility/security, and maintenance reporting for all AHS buildings.

Position Requirements

Education:

A Bachelor’s degree or equivalent education and related experience required. Human resource certification is an asset.

Experience:

Management experience with a proven record of achievement related to office administration. Experience and knowledge of relevant academic and University-related policies and government legislation including but not limited to compensation, organizational planning, recruitment, employee relations, human rights, compliance, and safety. Competencies include a demonstrated ability to serve as a knowledgeable resource to leaders. The Administrator, Faculty Relations and Appointments demonstrates comprehensive organizational knowledge, excellent problem-solving skills, diplomacy, tact and sound judgement. Strong ability to balance priorities and multiple deadlines in a highly demanding office environment.

Technical:

MS Word

Excel

PowerPoint

Other

Advanced

Intermediate

Experience with Web Content Management,

SharePoint, Adobe Illustrator, EnVisio,

Mailman (e-mailing list serve) an asset

Nature and Scope

Interpersonal Skills:

Work is conducted in a collaborative environment with multiple competing deadlines requiring excellent organizational and communication skills. Comprehensive knowledge of all aspects of Faculty operations is required.

Significant internal relationships:

Dean of Applied Health Sciences
Chairs, Directors, Associate Deans, Administrative Assistants, Faculty of Applied Health Sciences
Faculty members, staff members, students in the Faculty of Applied Health Sciences
University Secretariat
The President, Office of the President staff
The Vice-President Academic and Provost, staff
Office of Research
Co-operative Education and Career Services
Graduate and Undergraduate Student Awards Offices
Plant Operations
Human Resources
Health and Safety Office
Police Services
Administrative Assistants to the Deans in other Faculties

Significant external relationships:

candidates applying for faculty positions and visitors of the Faculty
External referees for tenure and promotion cases
External contacts looking to speak with the Dean
Consultant firms assistant with Chair/Director searches

Level of Responsibility:

This position is responsible and fully accountable for the execution of all human resources documentation related to academic faculty and non-academic staff within the Faculty of Applied Health Sciences.

Decision-Making Authority:

This position has decision-making authority for all items above in consultation with the Executive Officer and the Dean

Physical and Sensory Demands:

Minimal demands typical of a senior administrative position operating within an office environment. (Extensive sitting, dealing with distractions, eye strain).

Working Environment:

Minimal exposure to disagreeable conditions typical of an office team environment