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Departmental Secretary

Department: Office of the Dean of Engineering Effective Date: May 9, 2006
Grade: USG 6 Reports to: Operations Manager

General Accountability

Reporting directly to the Operations Manager, the Department Secretary is responsible for the preparation of all types of faculty appointments/offers for signing by the Dean.  The Department Secretary co-ordinates and distributes all the Promotion and Tenure documentation for the entire Faculty of Engineering, and prepares the subsequent submission to the University Promotion and Tenure committee.  Working closely with the academic departments to insure correct practices, and keeping information current the ongoing maintenance of Faculty-related data-banks, and assisting with a wide variety of special projects as required.

Nature and Scope

The Faculty of Engineering is one of the largest Engineering schools in Canada, comprised of six academic departments (Chemical Engineering, Civil Engineering, Electrical & Computer Engineering, Management Sciences, Mechanical Engineering, Systems Design Engineering), one school (the School of Architecture), as well as two service units (Engineering Machine Shop and Engineering Computing).  The Dean of Engineering Office is the pivotal office, to which all of these units report to, and which represents the Faculty of Engineering to the UW administration.


The Dean of Engineering Office includes the Dean and immediate support team, two Associate Deans and their AA support, and the Advancement Team.  At present, there are a total of 23 positions in the Dean of Engineering Office.


Seven of those positions report directly to the Operations Manager:


The Department Secretary is relied upon to independently carry out the duties of this position.  Emphasis is placed on faculty appointments, the annual tenure and promotion exercise, and the constant maintenance of accurate data-bank records.  Detailed correspondence is prepared insuring that all information is precise, ready for signing and subsequent distribution, meeting all required deadlines.  Content of material handled is highly sensitive and must be handled with the utmost of discretion and confidentiality.


The incumbent is called upon to problem-solve and make decisions as they arise.  Given the high profile of the Dean’s office, daily interaction with the central administration and the departments across the Faculty, the Department Secretary must exemplify professionalism.  Equally important, the incumbent must work as part of a team by communicating and willingly initiate aid and support to other team members. 


Significant Internal Relationships


Significant External Relationships

Statistical Data

      7      Buildings (404,104 sq. ft.)

                224     Faculty Members

                151     Staff Members

              5109     Undergraduate Students

               1115    Graduate Students

Specific Accountabilities

The success of this position relies on the superb organizational and communicational skills of the incumbent.   It is essential that the Department Secretary takes initiative to review, query, ascertain, and where necessary – making changes to incorrect information.   Working cohesively with the Dean’s Secretary, the duties of the Department Secretary must be carried out with a minimum of direction and supervision, taking initiative to discern information that is necessary for dissemination to the departments and/or to faculty members.


Faculty Appointments


The Department Secretary is responsible for processing all Faculty appointments (Tenured, Tenure-track, Definite Term, Visiting Scholars, Post Doctoral Fellows, Research Associates) averaging 75 per month.  Offers are prepared - and flawless - for signing by the Dean of Engineering and UW Vice-President.


Tenure & Promotions


Tenure and promotions are critical components in the professorial progression through the ranks.  The Department Secretary facilitates and co-ordinates the Tenure and Promotion exercise for the Faculty of Engineering, scheduling meetings, preparing/distributing/monitoring correspondence between central administration, the dean’s office and the external referees, insuring full completion of each candidate.


Data-bank Management


The Department Secretary is accountable for the constant scrutiny and updating of file information on all faculty members, including duty cycle for the purpose of sabbatical leave entitlement.


Other Duties


Working Conditions