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Faculty Secretary

Date: August, 2015
Reports to (Job Title): Faculty Administrative Officer
Jobs Reporting (Job Titles): None
Department: Faculty of Engineering


Main Campus


35 hr/wk

Primary Purpose

This position independently supports the Faculty of Engineering’s governing and administrative councils and committees.  The Faculty Secretary provides institutional memory and stability, keeping record of the governance and administration of the Faculty, ensuring adherence to related policies / practices, and ensuring continuity between successive administrations.

Key Accountabilities:

1.  Administration and support of governing council:


The Faculty Secretary works with the Executive Officer to provide professional support and guidance to Engineering Faculty Council (EFC) and Assembly (EFA).  Specific responsibilities include, but are not limited to:



The Faculty Secretary is independently responsible for ensuring compliance with Faculty constitution and by-laws as it relates to EFC and standing committee membership.  Specific responsibilities include, but are not limited to:




2.  Administration and support of administrative committees:


The Faculty Secretary is responsible for understanding the mandates and independently supporting the work of senior administrative committees in the Faculty of Engineering.  These include but are not limited to:



Specific responsibilities include:



3.  Administration and support to the Faculty Committee on Student Appeals:


The Faculty Secretary is responsible for supporting the Faculty Committee on Student Appeals (FCSA).  A thorough knowledge of Policies 70, 71 and 72 is essential.  The Faculty Secretary must exercise a high degree of tact, diplomacy and discretion in guiding students through the appeal process.  Specific duties include:





4.  Processing of Faculty Sabbaticals and Leaves:





5.  Other administrative functions, including but not limited to:


Position Requirements


A university degree, preferably in Arts or Business.



Excellent computer skills in Microsoft Word, Excel and PowerPoint.  Basic experience with SharePoint an asset. 


MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

Internally, makes contact with senior management of the Faculty, staff of the faculty / university and students to: obtain, clarify, and discuss information; discuss information and problems; obtain action, reach agreement and negotiate.  Regular contacts include:



Externally, makes contact with professors, administrators, and external suppliers to: obtain, clarify, and discuss information; deal with, influence, motivate customers or suppliers.  Typical contacts include:



Maintains and cultivates strong relationships within the Dean of Engineering Office and with faculty / university departments.

Level of Responsibility:

The job has specialized work with minimal supervision and provides guidance to others. 

Decision-Making Authority:

Requires the confidence to independently make decisions within the scope of the responsibilities of the position

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment

Working Environment:

Travel: Occasional travel may be required.

Working Hours:  Regular working hours with some evening and weekend work required.

Risks  – physical and psychologicalMinimal exposure to disagreeable conditions.