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Assistant to the Dean

Date: November 25, 2015
Reports to (Job Title): Executive Officer, Faculty of Applied Health Sciences
Jobs Reporting (Job Titles): Faculty Office Assistant
Department: Faculty of Appied Health Sciences

Location:

Main Campus

Grade:

USG 6
35 hr/wk


Primary Purpose

This position is responsible for organizing the executive level of the Faculty Office, processing research and grant applications and coordinating multiple administrative needs of the Faculty.

Key Accountabilities:

1.  DEAN

 

Manages the Dean’s schedule and maintains the Dean’s calendar by prioritizing requested appointments and responding in a logical and timely way;

 

Works closely with the Dean to ensure that he/she is fully briefed and prepared in advance of all internal and external requests, meetings and calls;

 

Represents the Dean to all visitors and callers to the office with professional courtesy, poise and warmth; understands and employs appropriate protocol with dignitaries and international guests by phone and in person;

 

Maintains contact with influential and senior members of the university, media, business and prospect community, both internally and externally as a front line representative of the Dean.

 

Handles complex situations as they arise with speed and discretion, including changes in the Dean’s travel and other schedules, need for urgent meetings and changes to detailed arrangements involving numerous others;

                              

Manages paperwork requiring the Dean’s signature and ensures it is accurate, complete, and has been reviewed by relevant members of the Faculty Office management team.

 

Organizes travel, accommodation and other requirements for the Dean and special guests of the Dean and the Faculty of Applied Health Sciences;

 

Handles correspondence on behalf of the Dean; drafts speaking notes, proofreads and composes outgoing statements; manages and prioritizes incoming correspondence;

 

Creates meeting agendas as requested; takes minutes as required;

 

Acts as a liaison between media outlets and the Dean, assessing and prioritizing the request and managing the Dean’s time for interviews;

 

Coordinates special projects at the Dean’s request;

 

 

 

 

2.  RESEARCH ADMINISTRATION

 

Oversees the acquisition of the required information and signatures for research grant applications, contracts and agreements for the faculty;

 

 

Maintains research database to track and monitor all research grant applications in the faculty;

 

Interprets and prepares in-depth statistical information to show the Faculty’s research grant application performance. From this, prepares a detailed report for presentation to the Dean and Admin Council;

 

Liaise regularly with the Office of Research on behalf of researchers / faculty members and the Dean;

 

Sits on the Waterloo Awards Committee and works with them to ensure that the dean, chairs and director are aware of awards and titles, the eligibility criteria, application procedures and submission deadlines;

 

Promotes research excellence in the Faculty by supporting the Dean and the Associate Dean, Research in developing nominations for various external research programs and awards;

 

Manages AHS Internal fellowship and grant applications. Oversees the process from screening, awarding to reporting;

 

Works closely with the Executive Officer to ensure that faculty is in compliance when ex becuting contracts and agreements with external parties;

 

Ensures legal agreements for academic support units related to student practicum placements are reviewed by the secretariat prior to the obtaining the dean’s signature;

 

Liases with secretariat as required with regards to contracts and agreements;

 

Monitors compliance, tracks agreements and educates department administrative officers to ensure faculty are following university procedures for the university regarding research grants and contracts;

 

Liaise with the Communications Manager to publicize and promote AHS Faculty research centres / institutes, research collaborations, and indivicual research projects (e.g. through new releases, researcher profiles, etc);

 

Manage and expand research related content on the Research section of the AHS Faculty website;

 

Responsible for ensuring that faculty members have administrative support for the maintenance of their CVs.

 

 

 

 

3.  FACULTY OFFICE ADMINISTRATION

 

Recommends, encourages and facilitates the introduction of new technologies and methods to enhance the efficiency and streamline procedures;

 

Supervises and manages the Faculty Office Assistant on various tasks performed as part of the daily routines;

 

Responsible for recruitment, conducting performance reviews, coaching and mentoring of Faculty Office Assistant;

 

Oversees all room bookings, procedures and equipment, making sure that the system remains efficient and working with faculty and staff on specific projects to ensure that space requirements are met for all parties;

 

Organizes, maintains and recommends updates to virtual and physical filing system for the Faculty;

Position Requirements

Education:

Bachelor’s degree or relevant experience required.

Experience:

Several years of executive level administrative support is required; High Understanding of confidentiality and the importance of data integrity; Excellent oral and written communication skills; Demonstrated initiative; Sound judgment, tact and diplomacy; Able to work both collaboratively as well as with little to no supervision to undertake a wide range of administrative duties; Proven ability to balance conflicting demands and prioritize tasks effectively; Ability to deal with ambiguity and handle stressful and difficult situations with composure; Strong ability to balance workload under short deadlines and changing priorities in a fast paced environment.

Technical:

MS Word Excel PowerPoint Other
Advanced Intermediate Intermediate Web content management software – average, Experience with Sharepoint

Nature and Scope

Interpersonal Skills:

Significant Internal Relationships:  Dean of Applied Health Sciences, UW President, UW Vice Presidents and Provosts, Deans of other Faculties, Associate Deans of Applied Health Sciences, Department Chairs/School Director, Directors of Research Institutes, Office of Research Staff, Plant Operations.  Significant External Relationships: Deans and other executives of universities and other institutions in Canada and worldwide, Guests of the Faculty of Applied Health Sciences, including senior scholars, political dignitaries, donors and potential donors to UW; Presidents and senior executives of coporations and businesses; Members of the local and national media; Members of the community at large.

Level of Responsibility:

This position has responsibility and accountability for serving as the first point of contact for the dean, Applied Health Sciences.  Independently responsible for various special projects for the faculty.

Decision-Making Authority:

The incumbent works independently setting his / her own work plan to ensure that all projects are completed in a timely manner and according to priorities set by the Dean and Executive Officer.

Physical and Sensory Demands:

Minimal.

Working Environment:

Occasional evenings and weekend work may be required.