Description:
The Administrative Assistant is responsible for the efficient daily operations of the Chair’s office. The Administrative Assistant provides support, oversight and guidance for faculty recruiting, tenure and promotion, faculty merit, sabbaticals and academic appointments including Visitors, Post-Doctoral Fellows, Research Associates, etc. The incumbent will provide essential services to the Department facilitating the smooth and efficient operation of departmental activities in a manner consistent with the Department’s goals and objectives. The Administrative Assistant manages confidential records and provides administrative support to the Chair, Associate Chairs and Administrative Officer. The Administrative Assistant is equally accountable to the Chair and the Administrative Officer.
Responsibilities:
Administrative Assistant to the Chair and Support to Administrative Officer
- Provide comprehensive direction and guidance to the Chair to meet the teaching, research,
outreach and advancement activities/goals of the Department;
- Ensures the effective functioning of the Chair’s office through meeting management, document
creation/management and travel arrangements; keeps Chair apprised of priorities and urgent
matters requiring immediate attention;
- Provide direction and prepares confidential information on behalf of the Chair;
- Provide advice and guidance on policies and procedures related to faculty recruiting, tenure and promotion, merit, sabbaticals and appointments;
- Provide administrative support for program reviews including requesting data and preparing and summarizing statistical reports;
- Arrange Department, Promotion and Tenure, DACA, Safety and Executive Committee meetings on behalf of the Chair and Administrative Officer;
- Prepare minutes for Executive Committee, Department, and Promotion and Tenure Meetings and distribute the minutes to the committees and posts on the internal SharePoint site;
- Prepare confidential information on behalf of the Chair and Administrative Officer;
- Monitor committee membership and manages confidential electronic voting process for renewals and new appointments;
- Coordinate bookings for departmental events (rooms, audiovisual, catering etc.);
- Coordinate travel arrangements for faculty hires
- Assist with strategic projects under the direction of Chair, Associate Chairs and Administrative Officer;
- Facilitate administrative continuity as academic administrator appointments change through effective record keeping, training and mentoring. Provides stability during the transitional periods of a new Chair;
- Provide informed support on Departmental, Faculty and University procedural practices as well as detail historical context which is important in providing appropriate background knowledge to the new Chair to make informed suggestions and decisions
Faculty Recruiting
- Coordinate advertising and submit advertisements to the appropriate channels for faculty recruiting according to university policy;
- Set up the Online Faculty Application System (OFAS) for the submission of candidate applications and letters of reference from referees;
- Maintain candidate database and ensure applications are complete;
- Schedule candidate visits and oversee interview process, including booking meeting rooms, arranging meetings, meal reservations and advertising visits to the Department;
- Coordinate candidate travel arrangements including hotel and transportation, and assist with reimbursement claims;
- Coordinate DACA meetings and prepare UARC documents;
- Act as a resource person to newly-hired faculty members to answer questions and provide resources related to the Department, Faculty and University