CUPE 2950 Salaried – Administrative Support 3 (Gr6)
Scheduling & Logistics Assistant to the Associate Deans
Executive Administration | Dean’s Office | Faculty Applied Science
$3,881.00 – $4,082.00 CAD Monthly
November 30, 2021
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
The Scheduling and Logistics Assistant to the Associate Deans (ADs) works as part of the overall Executive Administration (EA) team and Special Projects portfolio. This role is responsible for administrative support t he portfolios of the Associate Deans of Research & Industry Partnerships, Academic, Education & Professional Development, and Equity, Diversity, & Inclusion; including scheduling meetings which may be sensitive and/or confidential in nature, coordinating travel and overall maintenance of the AD calendars, liaising with finance team to support invoice, expense and payment procedures as well as logistical duties for various initiatives, and front desk/ reception duties for the Dean’s Office-Kaiser 5th floor location.
Reports to the Administration Manager. In their absence reports to the Director of Special Projects and Strategic Initiatives. Works as a member of the Executive Administration team to provide support and coverage for colleagues. Receives portfolio specific objectives directly from the Associate Deans.
Interacts with all levels of University individuals from students, staff, faculty members and Department Heads to other Associate Deans, Deans and Vice Presidents. Liaises with senior individuals from government, industry, and the professional offices of the Faculty’s external stakeholders.
Hours of work are Monday to Friday on university campus at the Dean’s Office-Kaiser 5th floor location. The position will be scheduled during business hours of 8:30 am to 4:30 pm. Flexibility to adjust schedule for early morning or evening events.
Administrative Support for Associate Deans
Administrative Support for Dean’s Office
CONSEQUENCE OF ERROR
Works independently under broad direction. Work is performed in accordance with established procedures and practices.
Works with conflicting demands and exercises judgement in establishing priorities and carrying work through to completion in a timely manner. Discretion in dealing with confidential and sensitive matters is crucial. Exercises judgement and initiative in dealing with administrative matters where there are no established policies procedures or guidelines. As first point of contract for internal and external partners/stakeholders failure to conduct business with professionalism and accuracy may impact the ADs and Faculty’s relationships and reputation.
Reports to the Administration Manager. Overall portfolio specific objectives, ongoing as well as specific assignments are received directly from the Associate Deans. The incumbent is expected to be able to take initiative, problem solve, determine course of action and then follow through independently, occasionally consulting the Associate Deans with reference to new or complex problems. May take direction from the EA to the Associate Deans or the Office Administration Assistant.
Trains new or replacement staff for this position, including temporary staff.
High School graduation and one-year post-secondary education, plus four years of related experience, or the equivalent combination of education and experience.
Previous experience in a corporate executive assistant role preferred.
Demonstrated experience with heavy calendar management including full coordination of meetings and calls, preparation of agendas and materials, room bookings, and conference call set up.
Ability to plan and accurately maintain and schedule appropriate appointments.
Ability to be thorough, accurate, and have a high level of attention to detail.
Strong written and verbal communication, including the ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
Ability to proofread and identify and correct missing and incomplete data.
Ability to take and transcribe accurate meeting minutes.
Ability to effectively use Word, Excel, PowerPoint, and Outlook at an intermediate level
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to communicate clearly and politely verbally and in writing.
Ability to listen actively and attentively, and obtain clarification as required.
Demonstrated ability to effectively manage conflict and defuse tense situations.
Experience coordinating significant travel arrangements, including ground & air transportation both domestic and international.
Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and the external community.
Ability to develop and maintain cooperative and productive working relationships.
Ability to exercise tact and discretion.
Ability to plan, schedule and organize a variety of events such as workshops and meetings, visits by officials, receptions, and off-site executive-level meetings.
Ability to work both independently and in a team environment and to bring energy, motivation and enthusiasm to the job.
Ability to locate required information using a variety of methods (e.g., online information sources, manuals, expert sources).
Ability to demonstrate anticipatory thinking and proactive problem solving.
Demonstrated experience working as a member of a team, working in a collaborative manner and supporting colleagues to achieve shared results and complete shared tasks.
Ability to work in a service-oriented manner providing service to internal and external clients.
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