DECANAL ASSISTANT

March 15, 2023

Faculty of Nursing

(5 year Contractual Position)

The Decanal Assistant will perform highly responsible, confidential administrative duties requiring a significant degree of initiative and independent judgment. As the senior administrative support to the Dean of Nursing, the Decanal Assistant is responsible for coordinating and ensuring adherence to the guidelines governing academic HR processes (recruitment activity, promotion and tenure process) and all administrative activities within the Dean’s office including: managing schedules, time, and travel; managing all communication received; screening, acting upon or redirecting communications; tracking correspondence to ensure follow-up and timely response; typing, proofreading, photocopying and filing material of a confidential nature; maintaining confidential faculty files; preparing and managing assessment files for the promotion and tenure process; supporting committee work; acting as a recording secretary for and assisting with all aspects of Faculty Council; preparing letters, memos, reports and documents of a confidential nature, including composing documents in draft form where appropriate; assisting in the coordination of ad hoc activities and events as required and preparing or researching background information relevant to ongoing activities in the Dean’s Office. The Decanal Assistant initiates the coordination of documents to commence an academic recruitment process as well as those related to tenured, tenure track and regular teaching term appointments. As a very comprehensive, regimented and time sensitive process, this requires a thorough knowledge of operating procedures as well as an understanding and application of collective agreement language. The Decanal Assistant works closely with all areas of the Faculty, members of the of the Senior Executive Offices, Deans and Administrative Directors and their respective staff; communicating regularly with employees both internal and external to the unit, as well as serving as a point of contact for other units and for those outside the University, including professional groups, alumni, government officials, other universities, and potential (new) faculty members or teaching staff.

The successful candidate will have experience (5+ years) providing executive senior administrative support in an academic or business context, graduation from a two-year secretarial science/office administration (executive stream) program, supplemented by an additional year of post-secondary education, or any equivalent combination of experience and training. The successful candidate will be highly professional and motivated to succeed and must have an ability to exercise judgment in prioritizing the work of the Dean, including experience in maintaining a high level of confidentiality, tact, and decisiveness while working under the pressure of constantly-changing priorities, unanticipated urgent demands, and multiple tasks and projects with competing deadlines. Strong computer skills and fluency with Microsoft Office and Adobe Acrobat are required. Knowledge of Brightspace and OnBase are considered assets. The ability to work well both independently and within a team, versatility in meeting tight deadlines, strong organizational skills, and an ability to multi-task are essential to this position.

SALARY $47,222 – $66,220 per annum (Non-Bargaining)

CLOSING DATE March 30, 2023