Date:	September, 2014
Reports to (Job Title):	Administrative Assistant
Jobs Reporting (Job Titles):	None
Location:	Main Campus
Grade:	USG 6 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.

The Administrant Administrative Assistant to the Chair schedules meetings and acts as the recording secretary for same at the request of the Chair.
Organize Departmental Administrative Committee meetings, (e.g. Appointments, Tenure, Promotions, and Retreats etc.). This includes making arrangements for a meeting room, refreshments, preparation of agenda, taking of minutes and distribution of pertinent reports.
Keep an up to date record of the committee memberships. This also involves overseeing the election process which includes the preparation and distribution of ballots and final tallying of votes with follow-up notices.
Organize and maintain those Department files, including confidential files, pertaining to the Chair’s office and his or her activities and correlate them with files maintained by the Administrative Assistant. This includes the compilation and maintenance of statistical information, faculty files, etc.
In consultation with the Chair, the incumbent is responsible for establishing departmental timelines for annual merit review proceedings in conjunction with those set forth by the Office of the Dean of Engineering. Specific duties include: collecting year-end reports from faculty members, compiling data related to research grants, publications, teaching and service activities from same, preparing summary forms, circulates complete documentation to Merit Committee Members and the Chair, and arranging meetings. The Administrative Assistant to the Chair is responsible for preparing summary reports of final merit ratings, letters of evaluation for all faculty members in the Department, and reporting the necessary results to the Dean’s Office.
Coordinates tenure and promotion proceedings as outlined in UW Policy 77 - Tenure and Promotion of Faculty Members - and in guidelines established by the Office of the Dean of Engineering. The incumbent works with the Chair to identify candidates
coordinate the election of a Department Tenure and Promotion Committee, provide assistance in the preparation of briefs, review the same for accuracy and completeness (including the presence of sample relevant scholarly works and the names and contact information for the external referees), arranges meetings and forwards all documentation to the Office of the Dean of Engineering.
Works closely with the Chair in the recruitment of new faculty hires as outlined in UW Policy 76 – Faculty Appointments. The incumbent is responsible for coordinating applications for vacant faculty positions, liaising with the Offices of the Vice President, Academic and Provost and Dean of Engineering regarding advertising, preparing acknowledgement letters, scheduling visits, arranging meetings of the Appointments Committee and assisting the Chair in the preparation of UARC documentation.
Keep the Chair and other Department members informed of University-related matters. Includes updating of office manuals, e.g., EFC, Policies and Procedures, etc.
Maintains statistical information for the Department for use in accreditations (CEAB and OCGS), annual reports, and departmental planning objectives.
Co-ordinate sabbatical and other leave requests: collect and ensure all documents are received and authorized by the deadlines.
Screen visitors and make appointments when requested.
Handle telephone calls for the Chair in a professional and personalized manner.
Prioritize mail for the Chair, anticipate and append additional information to assist the Chair in his response.
Organizing the Chair’s schedule, screening visitors, booking appointments, making travel arrangements; organizing material for meetings and briefing notes where appropriate, etc.
Provide back-up to Graduate and Admissions Coordinator(s) during critical times
Preparation of Appointment forms for visitors, post-doctoral fellows, research associates, cross appointments, sessional appointments and adjunct professors.
Update all information pertaining to all faculty and visitors; departmental committees, home addresses and telephone numbers, internal telephone listing, teaching schedules, sabbatical leaves, etc.
Responsible for the creation and maintenance of Department files
The Administrative Assistant to the Chair may be asked to draft routine correspondence on the behalf of the Chair.
All other duties as assigned by the Chair and/or Administrative Assistant. Assist the Administrative Assistant as required.

Financial Duties:

receive, distribute and process annual faculty Professional Allowance claims, checking amounts and attachments for accuracy and completeness before submitting to Chair for signature
reconcile overhead accounts; maintain up-to-date balances consistent with FORE; prepare data for the annual carryforward and overhead allocation exercises; Custodian of the Department’s petty cash
holder of the Department PCard, make purchases, go on FORE and put purchase in the proper account and reconcile statements monthly
Signing authority on the following accounts: graphics; materials and supplies; postage; courier and faxes; computing supplies.

Human Resources Function

Assist in the training of new faculty and staff with regard to department procedures
Provides support and training of the Graduate and Admissions Coordinator(s)
Provides functional direction to the Graduate and Admissions Coordinator(s) on admissions and graduate academic process
Provide back-up of all duties, including day to day supervision of administrative staff, in the absence of the Administrative Assistant

Position Requirements

Education:

Extensive administrative experience in an academic environment required

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

Experience:

Exceptional verbal and written communication

Excellent customer service skills

Knowledge of University policies and procedures

Technical:

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

Technical:

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

much of the time is spent sitting in a comfortable position responding to faculty, staff and student needs with frequent opportunity to move about. Occasional lifting of moderate weight is required
no significant risks

psychological risks

there is frequent need to give close attention to various stimuli such as written material and information communicated verbally.
there are deadline pressures and potential for multiple, sometimes competing priorities and frequent interruptions. Thoroughness, accuracy and attention to detail are required
no significant risks