Executive Assistant to the Dean

Executive Assistant to the Dean

Tracking Code: req1464

Faculty/Department: Faculty of Social Science and Humanities

Number of Positions: 1

Appointment Type: Full-Time Continuing

Hours of Work: 35 hours per week

Salary Range: Annual Hiring Salary, $58,329, with annual step progression in accordance with the Salary Grid.

Posting Date: February 27, 2025

Closing Date: March 13, 2025 (7:00 pm EST)

Job Summary: The Executive Assistant to the Dean provides efficient, professional, and confidential executive-level support to the Dean. This includes managing activities that support the Dean’s role both internal and external to the Faculty and University. Duties are complex, varied, and often of a highly confidential nature.

Nature of work:
Reporting to the Dean, Faculty of Social Science and Humanities (FSSH), the Executive Assistant to the Dean is a strong, positive, collaborative, and supportive presence for the Dean’s Office, Faculty, Staff, and the University. The complex and competing nature of the responsibilities involved in this role requires a highly organized individual who can set priorities, perform duties independently as required, and also have the ability to work collaboratively in a team environment. The incumbent must possess a strong sense of initiative and decision-making to investigate and resolve complex issues as they arise. Daily activities involve regular interaction with staff, faculty, executive offices, and high-level internal and external contacts, with exposure to confidential information requiring considerable use of tact, diplomacy, discretion, and excellent judgment.

Responsibilities/accountabilities:

• Operates as “point person” and applies knowledge, judgment, and discretion to issues that may arise in the Dean’s Office.
• Greets and responds to inquiries from the Faculty, University, and Community and refers requests and concerns as needed.
• Manages the Dean’s calendar around meeting institutional deadlines.
• Maintains highly confidential and classified information regarding the stakeholders of the Faculty and institution.
• Applies knowledge of the priorities of the Faculty and the activities of the Dean to organize and coordinate a complex schedule.
• Schedules and coordinates the Dean’s calendar and ensures the Dean is prepared with the appropriate materials for meetings well in advance.
• Prioritizes and screens matters requiring the Dean’s attention. When appropriate, resolves issues/concerns and requests and composes responses for the Dean’s review. When appropriate, responds on behalf of the Dean.
• Composes and edits correspondence, reports, briefing notes, and other similar correspondence.
• Helps coordinate and schedule committee meetings, assists in setting agendas, preparing materials, taking and distributing minutes, and following up on action items.
• Coordinates the Dean’s travel arrangements, including managing registrations, accommodation arrangements, and preparations of itineraries.
• Manages/remits and keeps track of Dean’s expenses.
• Coordinates with the Dean in support of processes related to performance reviews, merit reviews, Third Year reviews, and Tenure and Promotion.
• Organizes and maintains Faculty files and records in digital formats and hard copies (when necessary).
• Tracks monthly attendance records for the Faculty’s administrative staff and monitors electronic summary of vacation, including days entitled and days taken.
• Assists with the recruitment of faculty and staff by developing candidate files, communicating with candidates, scheduling interviews and organizing interview committee(s), and coordinating the process with Human Resources.
• Works with new faculty and staff members to arrange new employee documentation, department orientation, workspace preparation, obtaining a laptop, Banner ID, and network passwords.
• Maintains databases, distribution lists (internal and external), and organization charts.
• Reviews both internal and external correspondence; composes and edits responses, reports, and briefing notes.
• Other related duties as assigned.

Required Skills:

• Attention to detail, confidentiality, and the ability to manage high volume and multiple demands.
• Extensive knowledge of university programs, systems, policies, procedures, governance, and administrative activities.
• Demonstrated experience in problem resolution, using sound guiding principles.
• Superior organizational and time management skills and the ability to work well under pressure.
• Acts with integrity and maintains a high level of confidentiality.
• Excellent communication and interpersonal skills with a demonstrated ability to handle faculty, staff, and students with tact and diplomacy.
• Intermediate in MS Word, Excel, PowerPoint, and Google Apps.

Required Education:

• Completion of a 2-year post-secondary education or equivalent combination of education and/or experience.
• An equivalent combination of education and related experience may be considered.

* Verification of Academic credentials may be required.

Required Experience:

• A minimum of three years of experience in a senior administrative support role, preferably in an academic environment.
• Experience working in an administrative support role to a senior level is preferred.

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until March 13, 2025, or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization, and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the university's policies for accommodating employees with disabilities please review the university’s Accessibility Policy.

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa, and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 3/1/2025