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Job description

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STUDENT ACADEMIC SERVICES

ASSISTANT TO THE ASSOCIATE DEAN (P5975)


Posted on: April 23, 2021
Deadline: May 6, 2021
Grade: 10
Campus: LOY

Scope

Reporting to the Associate Dean, Student Academic Services, the incumbent ensures the efficient operation of the office; coordinates the activities of the Associate Dean; Student Academic Services. They also liaise with various departments in the faculty, services in the university, and other faculties.

Primary responsibilities

  • Schedules the Associate Dean and Director’s appointments and maintains the agenda, as well as prepares all related documents required for meetings and appointments, including correspondence.
  • Organizes committee meetings which the Associate Dean chairs; transcribes the notes of the meetings; handles any follow-up, including regular meetings the Associate Dean may have with department chairs, committees etc.
  • Monitors the daily correspondence in the Associate Dean’s office, including the Associate Dean’s electronic mail; responds to urgent messages in their absence. Upon request, drafts correspondence, for the Associate Dean and/or Director. Writes minutes or reports of meetings of Associate-Dean when required.
  • Works closely with the Director and Associate Dean, in conjunction with other units.
  • Maintains the office’s filing system per established guidelines.
  • Monitors and assists with the daily operation of units reporting to the Associate Dean- e.g. staffing, budget, reporting, space requests, purchasing, etc. to ensure efficient and effective operations.
  • Compiles and provides reports for the Dean, Associate Dean and Manager.
  • Coordinates a number of projects such as the Scholars’ Event and the Dean’s List.
  • Oversees the set-up of the Student Request Committee – composition and meeting dates, as well as the files for SRC and URWC and the Honours Committee.
  • Oversees content updates to the Student Academic Services website.
  • Responsible for the set-up of new employees in the unit.
  • Performs other duties in support of the unit.

Requirements

  • Diploma of College Studies (3-year technical DEC) in office technology or other field pertinent to the primary responsibilities and two to four years of related work experience.
  • Working knowledge of student academic services and university enrolment regulation related operations.
  • Good knowledge (level 4) of spoken and English written; Basic knowledge (level 3) of spoken French.
  • Good knowledge of standard office computer applications. Good knowledge (Intermediate level) of Word (to format letters, lists) and Excel (to create and format spreadsheets and perform calculations).
  • Ability to work under pressure and meet strict deadlines; meticulous attention to detail.
  • Ability to multi-task and work on a variety of projects concurrently.
  • Strong communication skills.
  • Must be able to work independently and as part of a team and handle confidential information.
  • Ability to work outside normal work hours when required.

Salary

$31.99 to $38.52 per hour

Union/Association

CUSSU

Interested applicants must submit a curriculum vitae with a covering letter by May 6, 2021. Please click on the How to Apply button below for further instructions.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.


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