Job Summary
Reporting to the Executive Assistant and the Dean’s Office Manager, the Dean’s Office Administrative Assistant provides essential administrative and organizational support to ensure the smooth and efficient operation of the Dean’s Office. The incumbent manages the Dean’s complex calendar, schedules and coordinates meetings, and balances competing priorities with accuracy, good judgement and efficiency. They coordinate the Dean’s travel nationally and internationally and submit the Dean’s expense reimbursements. This position serves as the first point of contact for the Dean’s Office, triaging requests for sensitive information, drafting routine correspondence, and directing inquiries as appropriate, including involvement in confidential matters relevant to labour relations. The position supports committee operations, taking minutes, and tracking action items.
Working in a highly visible office, the role requires delivering diplomatic and responsive service to students, staff, faculty, alumni, and visitors, representing the Dean’s Office with professionalism and discretion.
Job Description
KEY RESPONSIBILITIES:
- Plan, organize and maintain the Dean's calendar, including prioritizing, rearranging and deferring appointments and meetings to accommodate the Dean's numerous commitments.
- Briefs the Dean on daily scheduling commitments; plans and supports the schedule for the Dean to maximize the use of their time during an extended workday.
- Arrange and coordinate all travel and accommodation to national and international destinations in connection with conferences and meetings. Responsible for timely expense claims and travel advances.
- Maintains an effective system to bring forward documents, reports and another annual deliverables in a timely manner, and proofread and edit appropriately.
- Acts as the first point of contact for the Dean’s Office and frontline resource and contact person for senior staff.
- Prepares and distributes correspondence, documents, and/or reports, and maintains files.
- Responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements.
- Plans and coordinates meetings, prepares materials, and records and distributes minutes.
- Performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.
- Generates financial reports for the department and/or unit.
- Supports special projects as assigned; this may include research, labour relations, coordination of appropriate involvement of key stakeholders, preparation of background materials, briefing notes for special projects, and correspondence in confidential maters.
- Supports special committees as required by drafting communications, recording minutes, acting as a main contact and first line of support to committee members.
REQUIRED QUALIFICATIONS:
- Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.
- More than 2 years and up to and including 3 years of experience in a senior administrative environment, preferably in a high-profile area of a University or in an executive position.
- Comprehensive knowledge of University policies, procedures and the organizational structure preferred.
- Customer service experience.
- Consideration may be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
- Ability to prioritize the Dean’s time demands with a high degree of independence.
- Excellent organizational and project management skills required in order to coordinate the activities of this position as well as the activities of the Dean.
- Ability to work in a confidential, high-pressure environment, to set priorities and juggle many conflicting tasks.
- High degree of tact and discretion to manage confidential and sensitive matters/communications.
- Ability to take initiative, to assess and establish priorities while working in an environment with multiple interruptions and strict deadlines.
- Excellent communication (both verbal and written) and interpersonal skills; service-oriented perspective.
- Proofreading skills with emphasis on attention to detail.
- Ability to interact professionally with internal and external stakeholders to the University.
- Advanced administrative skills. Proficient in the use of Microsoft Office including word processing, spreadsheet, and database software with ability to adapt to the implementation of new technologies.
- Manage a demanding schedule with conflicting priorities and deadlines; seek clarifications of priorities as required and seek guidance on non-routine matters enquiries.
DECISION MAKING:
- Resolve scheduling conflicts by determining priorities and adjusting conflicting appointments and meetings.
- Determine when to refer more complex problems to senior staff.
- Determine the nature and content of briefing notes, reports, and other information used by the Dean. Determine the nature, content and method of presenting data gathered during information searches and the nature and content of correspondence for the Dean's signature.
- Determine priorities within time constraints.
- Make recommendations regarding office administrative procedures; suggest and help implement changes.
- Determine the best approach in meeting non-negotiable deadlines including who should be called upon to provide timely supplemental support. Verify accuracy of information and its distribution, and for sensitive or confidential information, who should receive it, and in what format.
- Determine the most effective approach when making enquires on behalf of the Dean that relate to sensitive and confidential situations.
- Determine the most appropriate and efficient arrangements for travel, maximizing the use of the Dean's time and ensuring the best use of University funds.
