Executive Assistant To The Dean, Faculty of Education

Brock University is located on the traditional territory of the Haudenosaunee and Anishinaabe peoples, many of whom continue to live and work here today. This territory is covered by the Upper Canada Treaties and is within the land protected by the Dish with One Spoon Wampum Agreement.

We are one of Canada’s leading comprehensive universities and a Top Employer in Hamilton-Niagara. Brock has been ranked #3 as Canada’s Best Employers and top 10 as one of Canada’s Best Employers for Diversity compiled by Forbes and Statista. We are an inclusive, welcoming community that offers a wide range of unique career opportunities.

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Post End Date: March 13, 2025 at 11:59 PM. This job advertisement is to fill an existing vacancy in the Administrative Professional (Employee Group).

Please note: This is a fixed-term contract set to conclude in September 2025.

About the Role:

Reporting to the Dean, the Executive Assistant provides confidential and professional advanced level administrative support to the Office of the Dean and to Department Chairs/Directors pertaining to the administrative actions of the Dean’s office and University procedures.

The Executive Assistant to the Dean will:

1. Act as the principal liaison person for all contact with the Dean, and Associate Deans as required.
2. Determine the nature and priority of business and provide substantial direction and information to faculty, staff, students, and external contacts by way of in-person, email, and voicemail enquiries.
3. Exercise initiative and judgment and timely assistance in moving all business forward.
4. Advise the Dean of substantial or sensitive matters of which he/she may not be aware.
5. Maintain the Dean’s calendar, email, and voicemail.
6. Anticipate requirements and assemble the requisite preparatory material and briefings for meetings and appointments with sufficient lead-time, as required.
7. Resolve problems and issues whenever possible and discuss key issues with the Dean.
8. Prepare correspondence, reports, presentations, summaries, and other documents for the Dean as required, ensuring confidentiality at all times.
9. Confirm budget numbers for annual budgetary projections and mid-year reviews.
10. Prepare and process cheque requisitions, travel expenses, purchase orders, purchase card reconciliations, etc. for the Dean.
11. Develop and manage comprehensive electronic and hard copy filing systems for the Office (including committee files, government files, academic misconduct files, external curriculum review files, articulation agreements, and general operating files).
12. Monitor, maintain, and facilitate changes to the Faculty’s web pages in conjunction with the Faculty Advancement/Communication Officer.
13. Maintain confidential personnel files for faculty and staff.

Key Skills and Experience:

1. University degree or College Diploma in a relevant program or the equivalent combination of education and experience in the University environment.
2. Demonstrated experience in progressively more responsible professional administrative support positions, preferably in a university environment.
3. Ability to maintain confidentiality at all times.
4. Proven ability to read and interpret policies, procedures, collective agreements and other relevant guidelines to carry out administrative support functions.
5. Solid understanding of budgeting and financial record keeping.
6. Ability to create efficiencies and improve processes.
7. Excellent knowledge of the administrative functions of a Faculty within a University.
8. Strong computer skills, including word processing, spreadsheets, databases, web maintenance, and email.
9. Ability to represent the Dean to all visitors and callers to the office with professional courtesy, understanding, and employing appropriate protocol with dignitaries and international guests by phone and in person.
10. Excellent communication skills, including concise and accurate writing proficiency, and the ability to professionally interact with all contacts.
11. Ability to exercise tact, diplomacy, and discretion.
12. Excellent organizational, problem-solving, prioritization, and detailed, accurate record keeping skills.
13. Ability to act independently on behalf of the Dean, keeping the Dean informed on activities and business, consulting only as necessary; provide advice on matters and as required, often necessitating investigation, judgement, and institutional memory.

Salary and Total Rewards:

1. Job Grade K, Salary Scale ($57,400-$98,400).
2. Target Hiring Range: $57,400-$70,000.

* The final salary is based on experience, internal equity, and budget considerations within the target hiring range.

We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed.

Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region.

We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code. Please contact talent@brocku.ca if you require a disability related accommodation so we can ensure your participation needs are met.

Brock University does not use AI Technology at any stage of the recruitment process.

We appreciate all applications received. Candidates that are selected for an interview will be contacted.

Learn more about Brock University by visiting www.brocku.ca.