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Administrative Assistant

Department: Associate Vice-President Academic Effective Date: July 2007
Grade: USG 6 Reports to: Associate Vice-President, Academic

General Accountability

Accountable to the Associate Vice-President, Academic, the Administrative Assistant provides direct support in the day-to-day operation and activities of the above position, including maintenance and monitoring of operating budgets. The position also calls for assistance in the planning, development and implementation of strategic initiatives. The Administrative Assistant also works closely with the Administrative Assistants to the President, and to the Vice-President, Academic and Provost.

 

The Associate Vice-President, Academic is responsible for academic undergraduate program reviews, requiring extensive liaison with faculty Deans, department Chairs, school Directors, Senate Undergraduate Council and Senate, Institutional Analysis and Planning, the Secretariat and the Directors of academic support services (e.g. Libraries, Registrar), and external review team members.

 

The Associate Vice-President, Academic oversees the Centre for Teaching Excellence, Distance and Continuing Education, WATPORT and the Writing Clinic, all of which require extensive liaison.

 

The Associate Vice-President, Academic also chairs: Senate Undergraduate Council, Teaching Excellence Council, the Distinguished Teacher Awards Committee, J. R. Coutts Awards Committee, the Distance Education Advisory Committee and the Continuing Education Advisory Committee; and co-chairs the Aboriginal Education Council.

 

Nature and Scope

The Associate Vice-President, Academic is located in the Office of the Vice-President, Academic and Provost. The office experiences continuing contact from Deans’ offices, faculty, staff, and administrative departments across campus, as well as from outside agencies. All enquiries in this office are required to be handled in a helpful and timely manner, maintaining appropriate professionalism at all times, and treating all information in strict confidence, as necessary. 

 

The Administrative Assistant to the Associate Vice-President, Academic:

 

 

ACADEMIC PROGRAM REVIEWS

 

The Administrative Assistant is responsible for co-ordinating the administration of undergraduate program reviews. In order to ensure quality assurance in undergraduate programs, extensive contact is required with the offices of the Deans, Associate Deans, College senior administration, Chairs/Directors and the Office of the Vice-President, Academic and Provost. When undergraduate reviews are carried out jointly with graduate reviews, close co-ordination is necessary with the Graduate Studies Office.

 

A significant proportion of the Administrative Assistant’s time is spent in contacting external reviewers, eliciting their agreement to participate in program reviews, scheduling meetings, arranging travel and accommodation for external reviewers and overseeing travel expense reimbursement. The number of program reviews varies from six to nine annually, and the volume of meetings and communications varies over the year. Program reviews are structured so that most site visits occur in the Fall term.

Statistical Data

Specific Accountabilities

 

OTHER UNIT REPONSIBILITIES

 

The Associate Vice-President, Academic oversees the Centre of Teaching Excellence, Distance and Continuing Education, WATPORT, and the Writing Clinic. The Administrative Assistant will be required to undertake normal liaison and administrative support regarding contact between the Office of the Associate Vice-President, Academic and the above units.

  

GENERAL OFFICE RESPONSIBILITIES

 

The Administrative Assistant is responsible for the following duties in the day-to-day operation of the Office of the Associate Vice-President, Academic:

 

Working Conditions