Senior Administrative Assistant to the Dean, Faculty of Liberal Arts
Faculty of Liberal Arts
Job Type :
Reports To :
Senior Administrative Officer, Faculty of Liberal Arts
Position Summary :
At Laurier, we are a community. It’s what brings our students here and what keeps our people here.
As an educational institution, we inspire lives of leadership and purpose in our student community. As an employer, we seek, foster and value the same qualities of leadership and purpose in our employee community.
We currently have an opportunity to join the Laurier community as a Senior Administrative Assistant to the Dean, Faculty of Liberal Arts.
The Senior Administrative Assistant is responsible for a broad range of confidential organization of administrative functions to support the Dean, the Vice/Associate Dean, and the Senior Administrative Officer. The Senior Administrative Assistant is the point of contact for students, staff and faculty on behalf of the Dean, and as such must be an informed and professional representative. S/he routinely handles confidential materials. Contacts will include a broad range of students, staff, faculty (both full and part-time), as well as public inquiries. This position calls for independent decision making within a delegated area of authority and helps to create and maintain a positive student-centred environment in the Faculty of Liberal Arts and across the University.
This position has a university-wide mandate and is based at the Brantford Campus. The incumbent provides information to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, Kitchener Campus and external partners. Special attention is given to ensure equitable service delivery across all locations.
Accountabilities : Executive Administrative Support
Provides executive administrative support primarily to the Dean, the Vice/Associate Dean, and the Senior Administrative Officer
Manages the electronic calendar and complex schedule for the Dean and Vice/Associate Dean, prioritizes meeting requests and communicates with others to facilitate meeting times;
Ensures key academic and contractual deadlines are met through meticulous tracking methods
Under the direction of the Senior Administrative Officer, assists with the production and tracking of workload letters and overload contracts
Maintains the Dean’s records for numerous committees, groups and projects; ensures materials are appropriately prioritized, organized and available
Under the Dean’s direction, serves as secretary to various committees, organizes meetings, books rooms, prepares agendas, minutes and other materials required
Organizes curriculum documentation in preparation for the Curriculum Committee ensuring compliance with Quality Assurance processes and Senate regulations, serves as Secretary to the Curriculum Committee and responsible for timely submission to the Secretary of Divisional Council in compliance with University Regulations
Receives and screens student petitions for accuracy and completeness; gathers additional evidence as required from the faculty member, medical personnel and others, organizes and serves as Secretary to the Petitions Committee; prepares correspondence to petitioning students communicating decisions on the Committee’s behalf
Confidentially manages the process for addressing cases of academic dishonesty and student discipline before and after approval from Vice/Associate Dean, Senate Student Appeals (as appropriate), and submission of final incident report to Registrar’s Office
Participates in academic dishonesty discipline meetings as a witness and note taker
Reconciles expenditures for Dean’s and Vice/Associate Dean’s P-Cards as applicable, processes expense claims and monthly mileage claims
Faculty Administrative Services
Develops and maintains positive relationships with Part-time Faculty, acting as a first point of contact, particularly as related to university and campus administrative processes, including interpretation and application of the Collective Agreement
Directs and coordinates Academic Program Assistants, the administrative processes for Part-time faculty recruitment, following the regulations of the Collective Agreement, including liaising with chairs of departments/programs across all campuses, posting of courses, preparation, follow-up and storage of contracts, providing support for PTACs, and maintaining working files for CAS members
Develops and communicates up-to-date orientation information for CAS faculty
Manages the CAS roster application process as per the Collective Agreement and maintains the directory of CAS faculty
Monitors the CAS Seniority review, tracks seniority status and disseminates the information to the appropriate PTAC
As directed by the Senior Administrative Officer, gathers all pertinent information related to grievances in a timely and confidential manner
Processes faculty Professional Expense Reimbursement and Faculty Travel claims for Dean’s signature and maintains records of claims and balances for Full-time and CAS faculty
Collects faculty applications for Sabbatical Leave, ensuring receipt of necessary components as stipulated in the collective agreement; coordinates required correspondence for complete application submission
General Administrative Services
Reception for the Dean and Vice/Associate Dean appointments, and the first point of contact for in-person student, staff, faculty and visitor inquiries Responds independently to administrative concerns, telephone inquiries and requests from students, faculty, staff and visitors
Develops and maintains an up-to-date and accurate filing system, both traditionally and electronically
Handles correspondence (sometimes including composition); sorts and prioritizes incoming mail
Assists with planning, preparation and function of the Student Awards Event jointly with the Senior Administrative Assistant to the Dean, Faculty of Human and Social Sciences
Oversees special events e.g., Student Awards, Convocation Reception, etc. including room bookings, developing materials and displays, coordinating faculty participation and overseeing events
Develops and oversees content of the web site for the Faculty of Liberal Arts
Provides administrative support for a variety of projects as directed
Other duties as assigned
Post-secondary education and three (3) years related experience preferred
Proven experience organizing and overseeing special events
Skill and experience in managing web pages, and in preparing and posting materials to the web
Proficiency in MS Word, Excel, and presentation software
Experience working with the Banner student records system and Microsoft Exchange an asset
Proven ability to work independently, organize tasks and set priorities
Diplomacy, discretion, and tact; well-developed service orientation
Excellent oral and written communication skills; formal English required
Ability to meet deadlines, and to handle multiple tasks and periodic pressure
High standards of accuracy and attention to detail
Easily adapts to changing priorities (flexibility essential)
Knowledge of the University or post-secondary environment is an asset
Grade : EX-E
Salary : $49,886 – 62,356
Salary Notes : This is a full-time, continuing position, 35 hours per week. The anticipated start date for this position is November 5, 2018.
Please Note : Please submit a cover letter and resume.
Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier’s Employee Success Factors.
Diversity and creating a culture of inclusion is a key pillar of Wilfrid Laurier University’s Strategic Academic Plan and is one of Laurier’s core values. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any sexual identities and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives at firstname.lastname@example.org. Candidates from other equity seeking groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Diversity and Equity Office at email@example.com. We have strived to make our application process accessible however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources at 519-884-1970 ext.2007 or firstname.lastname@example.org.