Administrative Assistant to the Dean, Faculty of Arts Media and Design (Re-post)

Administrative Assistant to the Dean, Faculty of Arts Media and Design (Re-post)

Department: Faculty of Arts, Media and Design

Position Type: Full-Time Support

Salary Range: $31.05-$35.99-Hourly

Scheduled Weekly Hours: 36.25

Anticipated Start Date: November 18, 2024

Length of Contract: N/A

Posting Closing Date: November 4, 2024

Job Description:

The incumbent provides administrative and communications support, and management of office activities for the office of the Dean, Faculty of Arts Media and Design. Within the role, the incumbent will liaise with departmental Chairs, Academic Managers, Budget Officers, Faculty Level Marketing Officer, and Student Success Specialists on behalf of the Dean.

They will proactively manage work cycles and anticipate the needs of the Dean and the Department on a continual basis as well as work seamlessly and collaborate with faculty and staff from The Academic Access Centre, Dual Credit, The Experienced Worker Centre, the School of Media Studies, and the School of Design Studies.

The incumbent is responsible for the coordination and organization of Program Advisory Committee meetings for the department and is responsible for the tracking of students' awards issued at the time of program completion.

Duties and Responsibilities:

• Administers and manages the activities of the Dean’s office by:
• Updating and maintaining the Dean’s calendar, and moderating FAMD boardroom bookings on College calendar system;
• Communicating with the Dean, their administrators (Department Chairs and Managers) and their support staff (Budget Officer, Marketing Officer, Student Support Specialists) to develop and implement effective administrative procedures to ensure the activities of the Dean’s office are operating effectively;
• Independently resolving issues and action items on behalf of the Dean;
• Addressing and resolving issues to the faculty and other support staff;
• Directing departmental office support staff as required on behalf of the Dean;
• Acting as initial point of contact to the Dean’s office for internal and external inquiries or clients;
• Independently ensuring that the Chairs/Managers and support staff provide the necessary feedback to the Dean in a timely manner through various communication methods;
• Preparing daily written correspondence via email, letter, and reports on own initiative based on knowledge of the subject(s) or through verbal communication with the Dean or Chairs;
• Gathering input from departments to prepare Faculty-level reports such as monthly reports, leave reports, annual Program Advisory Committee report, etc;
• Coordinating all conference and travel arrangements pertaining to the Dean’s office;
• Ensuring compliance with college policies and directives are being followed in the operations of the Dean’s office;
• Being proactive in managing the work cycles, and adapting to changing priorities;
• Protecting the integrity of the Faculty by maintaining the confidentiality of all sensitive issues related to internal or external initiatives, faculty members, support staff and/or students;
• Providing guidance and direction as required to support staff in the Faculty to ensure that their concerns are addressed and deadlines met.
• Meeting and Committee Support: For all meetings and committees that the Dean chairs (or assigns a designate), the incumbent schedules the meetings, invites participants, takes meeting notes and records decisions, authors minutes, assists in the preparation of agendas, informs members of upcoming matters regarding the meetings, orders refreshments as required consistent with broader public service and college policies, and follows college policies appropriate for the conduct of the meeting or committee.
• Handles student-related issues brought to the attention of the Dean by:
• Inquiring what steps have been taken to address the matter at the department level;
• Referring the matter, if appropriate, to the department Chair if that step has been inadvertently omitted, or to any other college unit that is more appropriate for handling the student’s matter;
• If appropriate for the Dean to address, gathering academic record of the student(s), and details surrounding the issue (e.g., determining root of the issue by interviewing faculty, Chair and others involved);
• Setting up the meeting and inviting all the required participants;
• Taking notes of the proceedings, as required, distributing the minutes and following up on any action items which are the responsibility of the Dean’s office.
• Supports Bursary and Award applications process by:
• Providing detailed information to students and faculty about the application and award process.
• Responding to inquiries concerning eligibility and the application process.
• Working with the Financial Aid Department and the Foundation Office to review applications and following up with students.
• Gathering award recipients’ names based on existing criteria from appropriate coordinators.
• Reviewing and updating the status of each bursary and scholarship annually.
• Other duties as required.

Required Qualifications:

• Two (2) year diploma or equivalent in Office Administration - Executive Assistant.
• Preference will be given to candidates with at least five years of relevant administrative experience; three years of which should be at an executive level. Candidate must have demonstrated working progressively independently in responsible positions, some of which should be at a post-secondary organization, and demonstrated the following required qualifications:
• Ability to work well within tight timeframes and deadlines;
• Self-motivated with a strong attention to detail;
• Proven ability to prioritize activities;
• Strong written and oral communications skills;
• Strong inter-personal skills;
• Client-focused attitude;
• Advanced proficiency with SharePoint and MS Office software, Outlook, Word, Excel, and PowerPoint. Some knowledge of Visio, Access and Project would be an asset;
• A working knowledge of typical legacy information systems used in large educational organizations (Human Resources, Communications, Student Information/Records, Client Relationship Management, etc).

This position is eligible for hybrid work in conjunction with the College's Flexible Work Arrangement Policy. (subject to change).

This position is subject to the terms of the Full-time Support Staff Collective Agreement.

Algonquin College values diversity and is an equal opportunity employer. We offer an inclusive work environment and encourage applications from all qualified individuals. If you require accommodation during the recruitment process please contact the Human Resources department at humanresources@algonquincollege.com. While we thank all those who apply, only those to be interviewed will be contacted.