Description:
DUTIES AND RESPONSIBILITIES:
Provides support to the Dean by:
- Screening and rerouting correspondence and composing replies for the Dean’s signature. Taking action on matters arising from e-mail, fax, written correspondence, in person and by phone.
- Maintaining an awareness of the Dean’s goals and objectives.
- Acting as a resource to the Dean by managing his calendar, scheduling meetings, making travel arrangements, ensuring outside participants are invited to attend school/department meetings.
- Handling student/staff complaints and making referrals to the Dean as appropriate.
- Providing production support for the annual Operational Plan in consultation with the Dean and management team for presentation to the Executive.
- Providing the Dean with back-up documentation and/or relevant information required for meetings.
- Monitoring Dean’s e-mail in his/her absence and takes appropriate action as required.
- Typing Dean’s confidential correspondence and other confidential items relating to performance appraisals, personnel matters and fiscal plans.
- Providing support to all committees chaired by the Dean in preparing and distributing agendas and back-up material; attending meetings; taking notes; preparing and circulating minutes and taking appropriate follow-up action.
- Organizing special meetings or events for the School on behalf of the Dean (PTS Coordinators’ Meetings, Selection Committees, All Staff Meetings, School Information Sessions).
- Preparing detailed expense statements for the Dean.
- Preparing the Report to the Board of Governors on behalf of the Dean.
- Preparing presentations on behalf of the Dean for meetings as required.
- Monitoring the School of Business web-site e-mail account and respond to/redirect inquiries as required.
- Establishing and monitoring the process of distribution and collection of Student Opinion Survey Forms between the School and Institutional Research and Planning
Provide administrative support to the Dean’s office by:
- Supervising Dean’s Office Assistant/Receptionist and Resource Centre Clerks by:
- Ensuring job descriptions are up-to-date and revised as required
- Selecting and training new and existing staff
- Determining work requirements, setting priorities and assigning work
- Providing guidance and assistance and arranging training as required
- Monitoring work performance, conducting performance appraisals and recommending action
- Maintaining related personnel records
- Arranging coverage due to vacation and/or illness
- Approving time sheets