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Administrative Assistant

Department: Engineering Undergraduate Office Effective Date: February 2010
Grade:

USG 6

35 hr/wk

Reports to: Associate Dean, CEPA and Administrative Manager

General Accountability

Administrative Assistant to the Associate Dean of Co-operative Education and Professional Affairs, and support to the Associate Dean, Undergraduate Studies and the Administrative Manager of the Engineering Undergraduate Office. .

Nature and Scope

The office is comprised of the Associate Dean of Engineering, U/G Studies, the Associate Dean of Co-op Education and Professional Affairs, three directors (Admissions, First Year, Exchange), two associate directors (Admissions, First Year), three Senior Demonstrators and eight support staff. In addition, the Engineering U/G Office provides counselling (personal, academic) on a full-time basis with the assistance of two professional counsellors.

The administrative assistant provides support to the Associate Dean, Co-operative Education and Professional Affairs (CEPA), including committee involvement on all matters related to Co-op in Engineering with the Co-op Working Group (CWG), PEO liaison, PEO registration and the accreditation process for engineering (CEAB). The incumbent also provides liaison with internal university units, students, and employees in these matters, as well as for functions of the Engineering Undergraduate Office. The position includes interaction with the Associate Dean of Undergraduate Studies and the Administrative Manager on matters related to the undergraduate office operations and staff relations.

Assistant to the Associate Dean, Co-operative Education and Professional Affairs (CEPA)

Co-op Related Matters

Iron Ring Related Matters

Professional Engineers Ontario (PEO) Related Matters

CEAB Related Matters

Assistant to the Associate Dean, Undergraduate Studies

Administrative support to the Associate Dean, Undergraduate Studies and the Administrative Manager (AM) as described below. This position will have interaction with the Administrative Manager of the Engineering Undergraduate Office on matters related to office operations and staff relations.

Significant Internal and External Relationships

Internal:

External:

 

Statistical Data

Specific Accountabilities

Working Conditions

Much of the time is spent in a comfortable office environment working independently with little supervision. (Currently, due to space limitations, the office is located away from the rest of Engineering Undergraduate Office.) The work is varied and includes regular interaction with the Associate Dean, CEPA on committee and document preparation related to the accreditation process, co-op and PEO issues. There is student interaction related to co-op matters, such as job placements, crisis situations and discipline matters, as well as with the graduating classes regarding Iron Ring Ceremonies and ring fittings. There are regular (weekly) meetings with the Associate Deans, Undergraduate Studies and CEPA and the Administrative Manager and regular meetings with the Co-operative Education Working Group. During times of report preparation and data collection for the accreditation visit, the work is extremely time-sensitive, meetings are numerous and preparation for the accreditation visits is high priority.