Department: |
Office of the Dean of Environmental Studies
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Effective Date: |
December 5, 2005 |
Grade: |
USG 3 |
Reports to: |
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General Accountability
The incumbent reports to the Executive Assistant to the Dean in providing administrative support to development personnel in the Dean’s Office. Day-to-day duties will generally be assigned by the Development Officer and the Administrative Director of Research and International Development. The incumbent will have responsibility for arranging meetings, handling bulk mailings, disseminating grant and recruitment information and assisting with large projects.
Nature and Scope
The Faculty of Environmental Studies is comprised of two academic departments – the Department of Geography and the Department of Environment and Resource Studies, as well as the School of Planning. The Faculty has 44 full-time professors and 32 full-time staff members. The incumbent is housed in the Office of the Dean, which currently has 9 permanent staff members, plus one full-time and one part-time staff member on temporary contracts. The incumbent would act as a resource for the office to ensure that the development/alumni and grant activities are carried out in a timely fashion.
Statistical Data
Specific Accountabilities
Development Activities (at least 50% time commitment)
- Assist the Development Officer with cultivation of donors by arranging meetings, preparing agendas and briefing notes and packaging materials. This may also involve follow-up phone calls, booking of rooms, ordering of refreshments and maintaining a sufficient supply of printed materials. The incumbent also will keep a database of ongoing projects, progress to-date, and activities that are yet outstanding with suggested completion dates.
- Handle routine correspondence and telephone calls for fund-raising projects such as the FES golfing day.
- Organize and maintain the files, including preparation of labels, purging outdated materials, and creating new file folders as necessary.
- Gather background information on donor projects which presently include the learning module and the living wall. This may involve doing research on the web, contacting outside companies for details, and preparing complete dossiers when required.
- Take responsibility for large mailings which would include sorting and formatting data for form letters, ordering labels, arranging for Dean’s signature, and organizing for distribution.
Grant and Recruitment Activities
- Disseminate grant information to faculty and students which is received from the Office of Research, but may also come from the Community of Science or other sources.
- Maintain the two bulletin boards regarding scholarships, graduate programs and international development.
- Respond to numerous e-mail requests for information about graduate studies in Environmental Studies, primarily from international students.
Other Duties
- Other duties may be assigned from time-to-time by the Dean or Executive Assistant during peak periods. It is also expected that the incumbent will assist with Faculty social events along with other office personnel. In addition, the incumbent is to provide backup when others are away.
Working Conditions