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Administrative Assistant to the Chair

Date: September, 2014
Reports to (Job Title): Administrative Assistant
Jobs Reporting (Job Titles): None
Location: Main Campus


35 hr/wk

Primary Purpose

The Administrative Assistant to the Chair reports to the Administrative Assistant of Systems Design Engineering and is responsible for providing extensive administrative support to the Department Chair.

Key Accountabilities:

Nature and Scope

The scope of this position encompasses 2 main functions: acting as confidential Administrative Assistant to the Chair of the Department, and providing administrative support with respect to tenure-track appointments, annual merit review, tenure and promotion proceedings, and other matters that fall under the purview of the Department Chair. The incumbent ensures that the Department Chair has the information and resources necessary to handle those duties that require his or her attention thereby ensuring that the office of the Chair operates effectively. The Administrative Assistant to the Chair will be a resource person to the Chair, faculty and staff, act as an assistant to the Chair and as a recording secretary to various confidential committees, manage the administration of all aspects of the operation of the Department related to department committees, policy requirements, the day-to-day administration of the Chair’s office.


Statistical Data

The Department of Systems Design Engineering has a complement of 24 tenured, and probationary faculty, 5 technical staff, 5administrative staff, host the members of the Centre for Society Technology and Values (2 faculty and 1 administrative staff member), and has numerous adjunct faculty, visiting scholars, and post-doctoral fellows. Over the next one to two years the Department of Systems Design Engineering will grow to a complement of 26 tenured, and probationary faculty, 1 lecturer, 6 technical staff, and 6 administrative staff. The Department offers undergraduate, and graduate programs including a BASc (Systems Design Engineering), MASc, MEng, and PhD. Enrolment in the undergraduate programs is approximately 340 students with an annual first year intake of 90 students. The current graduate enrolment of the Department is approximately 80 students and the graduate enrolment will increase to approximately 110 students over the next several years. The first offering of the Biomedical undergrad program started in the fall of 2014 with 45 students.


Specific Accountabilities

Act as the confidential Administrative Assistant to the Chair with respect to administrative activities and ensure that the Chair has the information and resources necessary to handle those duties that require his or her immediate attention and that the office of the Chair operates effectively and efficiently.


Financial Duties:


Human Resources Function

Position Requirements


Extensive administrative experience in an academic environment required

Post-secondary education in a business related field or equivalent education and experience preferred


Exceptional verbal and written communication

Excellent customer service skills

Knowledge of University policies and procedures



intermediate experience with Microsoft suite of products (e.g., Word, Outlook, Excel);

intermediate experience with SharePoint and FORE

data base experience an asset

aptitude for attention to detail and accuracy


MS Word Excel PowerPoint Other
Intermediate Intermediate Intermediate other

Nature and Scope

Interpersonal Skills:

Department Chair and Associate Chairs (Systems Design and other departments both within and outside the Faculty of Engineering); faculty, staff and students; Dean of Engineering Office; Provost’s Office; Human Resources; Finance; Safety.

Level of Responsibility:

The incumbent must possess good judgment, initiative and flexibility to adapt to competing tasks with minimal supervision; works with a high degree of autonomy and be able to handle highly confidential matters with discretion.

Decision-Making Authority:

The incumbent has decision-making authority within certain parameters; the incumbent provides the Chair and the Administrative Assistant with guidance and confidential support to meet the department’s strategic objectives.

Physical and Sensory Demands:

minimal; typical of an administrative position within an office environment

Working Environment:

Travel: None

Working Hours: regular working hours

Risks – physical and psychological :

physical risks

psychological risks