Date: |
November 9, 2015 |
Reports to (Job Title): |
Administrative Assistant to the Chair of Philosophy |
Jobs Reporting (Job Titles): |
None |
Department: |
Philosophy/Women's Studies Program |
Location: |
Main Campus |
Grade: |
USG 6
35 hr/wk
|
Primary Purpose
The Administrative Coordinator, Women’s Studies program and Applied Philosophy, reports and is accountable to the Administrative Assistant to the Chair and Graduate Coordinator of the Philosophy Department, and receives functional direction from the Department Chair and the Director of Women’s Studies (until May 1, 2016) or the Associate Chair, Undergrad (as of May 1, 2016). The incumbent is responsible for the day-to-day administration of the Women’s Studies program, academic advising for Women’s Studies students, and administrative and coordination activities involved in Applied Research Placements for Applied Philosophy PhD students, and coordination of the distinguished visitor programs in the Department. Note: As of May 1, 2016, the Philosophy Department will be the administrative home of the Women’s Studies program. Some of the accountabilities listed below are therefore time limited (those involving the integration of operations) while others, as noted, will take effect once the integration is completed. The Women’s Studies Board will be dissolved on May 1, 2016.
Key Accountabilities:
1. Provides administrative leadership, including:
A. Until April 30, 2016
- Provides support to the Director of Women’s Studies in the re-design of the curriculum;
- Serves on the Women’s Studies Board as a staff representative and voting member;
- Serves as the Women’s Studies representative on administrative matters to the Dean of Arts’ Office and others as required;
- Coordinates the hiring of contract instructors for Women’s Studies, and ensures that contracts are in order;
- Provides travel arrangements and payments to Women’s Studies visitors;
- Supports and assists with the planning and execution of Women’s Studies special events, as required;
- Provides guidance and solutions to problems faced by Women’s Studies teaching assistants, contract instructors, markers, and undergraduate students with respect to matters such as scheduling, course selection, UW policies and procedures;
- Maintains Women’s Studies’ confidential records including personnel files, student academic files and teaching activity, and works with the Administrative Assistant and Graduate Coordinator to develop a long term plan for integrating these records with the records of the Department;
B. As of May 1, 2016
- Overseeing administrative aspects of the Department’s offerings in Women’s Studies, consulting closely with the Administrative Assistant and Graduate Coordinator;
- Assisting the Chair in coordination of hiring of contract instructors for Women’s Studies courses;
- Supporting and assisting with the planning and execution of special events, as required;
- Assisting in the maintenance of Women’s Studies confidential records as required.
2. Provides support to the Applied Philosophy PhD program, to the Associate Chair, Graduate Studies and the Chair, including:
- Assisting with communication, including confidential communication, grades and files;
- Assisting in development and implementation of departmental policies related to Applied Research Placements for PhD students;
- Assisting with the process of recruiting hosts for Applied Research Placements, and playing an active role in maintaining effective working relationships with host organizations;
- Providing advice on all aspects of the Applied Philosophy PhD program;
- Maintaining clear lines of communication and working closely with the Administrative Assistant and Graduate Coordinator.
3. Provides support to the Chair for the Department’s Distinguished Visitor Programs:
- Assisting with communication, record keeping, budgeting, and other administrative aspects of the Humphrey Professorship in Feminist Philosophy and the Rudrick Visiting Scholar programs;
- Playing a lead role in planning and organizing the public events that are part of these visits.
4. Provides administrative support to the Chair (or delegate) for alumni development and advancement activities.
5. Financial activities:
A. Until April 30, 2016
- Reports to the Chair and the Director of Women’s Studies regularly on the status of the Women’s Studies accounts and any issues requiring attention;
- Works with the Chair and the Administrative Assistant and Graduate Coordinator in the development of the budget and on the integration of the financial operations of Women’s Studies and Philosophy;
- Serves as the Women’s Studies liaison with the Arts Faculty Financial Officer and Faculty Financial Officer;
B. As of May 1, 2016
Partnering with the Chair and Administrative Assistant and Graduate Coordinator in the development of the Department Budget
6. Deals effectively with contacts within and outside the University, serving as the first point of contact and resource person for Women’s Studies throughout the UW community and the general public, and as a resource for students and faculty in all matters pertaining to Women’s Studies and the Applied Philosophy PhD program.
7. Academic Advising:
A. Until April 30, 2016
- Provides confidential academic advising to Women’s Studies undergraduate students regarding course/program selection and changes, degree requirements, preregistration, and other academic issues;
- Acts as program academic advisor for the university’s electronic grade submission system. Has authority to submit final grades and revisions electronically to the Registrar’s Office for WS faculty and instructors, and for cross-listed courses in Recreation and Leisure Studies;
- Co-ordinates final grade submission with WS faculty and sessional instructors, as well as those faculty/grad students/sessional instructors in other departments and faculties on campus teaching WS cross-listed and approved courses;
- Organizes and participates in academic events including March Open House activities;
- Coordinates and prepares material for UGAG submissions, and develops and updates Women’s Studies Academic Plan templates for the University’s SISP system;
B. As of May 1, 2016
- Providing academic advising to Women’s Studies students and providing related advisory roles as assigned by the Associate Chair, Graduate Studies.
8. Scheduling, calendar and web site:
A. Until April 30, 2016
- Serves as the Women’s Studies Scheduling Officer, and maintaining suitable expertise with the scheduling system;
- Serves as the Women’s Studies Calendar Representative, ensuring that the plan information is correctly displayed in the Undergraduate Calendar;
- Is responsible for the creation and maintenance of Women’s Studies web information;
B. As of May 1, 2016
- Coordinating with the Undergraduate Secretary and the Departmental Scheduling Committee in the implementation of the Women’s Studies schedule, and maintaining expertise with the scheduling system;
- Coordinating with the Undergraduate Secretary in the development and maintenance of the department web site and in ensuring the accuracy of the plan information in the undergraduate calendar, assuming primary responsibility for content directly relevant to the Women’s Studies programs.
9. Provides assistance to both the Administrative Assistant and Graduate Coordinator and the Undergraduate Secretary as required, including serving as back up to both positions.
Position Requirements
Education:
Bachelor’s degree in a discipline requiring superior writing and communication skills, e.g. in humanities or social sciences, or equivalent experience. Training or expertise in management or accounting an asset.
Experience:
- Financial and human resources experience required;
- Ability to adapt to changing administrative and financial systems; commitment to process
improvement;
- Excellent human relations skills; ability to guide and develop staff, foster constructive team relationships, and to work effectively with faculty, staff, and students;
- Independent judgment in time management, task prioritization and decision-making;
- Proven ability to manage a large volume of work, conflicting priorities and deadlines;
- Exceptional verbal and written communication skills.
Technical:
MS Word |
Excel |
PowerPoint |
Other |
Intermediate |
Advanced |
Basic |
OnBase, Quest, FORE, Outlook calendar, web content management software. Basic experience with Sharepoint. |
Nature and Scope
Interpersonal Skills:
Makes contacts on behalf of the department to obtain action, reach agreement, and negotiate.
- Chair and Associate Chairs
- Faculty members in and beyond the department
- Department staff; senior administrative staff in the Dean’s Office, including the Faculty Financial Officers and Executive Office;
- Office of Research; Human Resources; Plant Operations; other key units
Externally, contacts contractors and suppliers to discuss information, orders, and problems.
- Travel and event arrangements
- Professional organizations; conference organizers and participants
Level of Responsibility:
This position is a lead staff administrative position in the Department, with both a department-wide and specialized functions. The position includes financial responsibilities, requiring detailed knowledge and application of policies and procedures.
Decision-Making Authority:
- Makes independent decisions on the deployment of administrative resources.
- Provides the Chair and Associate Chair, Graduate Studies, with decision support on the
allocation of resources, hiring decisions (with respect to contract instructors) and the
interpretation of operational policy and procedure.
Physical and Sensory Demands:
- Typical of an office environment.
Working Environment:
- Regular working hours; occasional evening or weekend work required.
- Minimal exposure to disagreeable conditions typical of a supervisory position.