Senior Administrative Assistant

Description:

Support the Vice-Dean, Governance and Internationalization (VDGI) in the administration and management of the Faculty's governance files to ensure the smooth running of faculty processes and compliance with governance rules. Support the Senior Specialist, Internships and Experiential Learning in the administration of international mobility program files and files related to risk management of clinical placements in order to enhance and enrich the student experience and ensure better control of risks associated with off-campus learning and research activities.

In this role, your main responsibilities will include:

• Faculty governance: Support the VDGI in the management and follow-up of faculty governance issues. Conduct research, analyze data or information gathered and prepare various reports. Ensure administrative planning and material organization of committees and various meetings. Work in collaboration with the VDGI and the Chief Administrative Officer to fulfill the “Secretary of the Faculty” responsibilities of the VDGI, such as the preparation of agendas and minutes. Resource person and contact for processes and schedules related to FSS governance.

• Reception and Liaison: Coordinate and liaise with various Faculty offices, academic units, other University faculties, central administration and external organizations. Receive, analyze and filter all communications sent to the VDGI and the Undergraduate Vice Dean's Office and ensure follow-up. Greet and provide accurate and relevant information to students, while ensuring courteous and efficient service in accordance with service excellence standards.

• Student Mobility: Carry out various academic and administrative tasks related to the coordination of internships, field research courses and all other experiential learning activities, as well as international exchanges, in order to ensure the smooth running of the sector's activities. Meet with students to prepare and equip them for international travel, whatever the nature of their course. Develop and deliver group training courses to prepare students for international travel. Support the Senior Specialist in organizing travel and managing the risks associated with international travel for students and teachers.

• Internationalization of the Faculty: Organize meetings with authorities of other countries, embassies or other international representatives. Liaison with the Office of the Associate Vice-Rector for Student Affairs and the Office of the Vice-President, International and Francophonie, uoInternational.

• Risk Management Program: Support the Senior Specialist with the Clinical Placement Management Program. To this end, make the necessary arrangements with external agencies and with students to ensure that they meet the legal requirements for their clinical placements and/or the medical requirements for their international mobility (if required).

• Assistant to the Vice-Dean: Manage the schedule of the Vice-Dean for Governance and Internationalization and the Vice-Dean for Undergraduate Studies and ensure coordination of their activities. Support the Vice-Deans in the application of policies and procedures, and propose changes to these procedures. Update websites in compliance with accessibility standards.

• Financial activities: Carry out various tasks related to financial planning and management operations for the sector's activities, in compliance with University and Faculty regulations and standards.

• Documentation: Prepare correspondence, forms and all other documents related to the sector's activities, in particular documents to be submitted to the Senate or higher University authorities for approval. Write and update procedure manuals, for internal use, on procedures, processes and systems related to the responsibilities of the incumbent and the sector. Ensure the quality of written communications in both languages.