Job Title

At the University of Waterloo we create and promote a culture where everyone can reach their full potential. As an employee you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life together. The University is a welcoming workplace for those of all abilities interests and expertise. As part of our workforce you can do what you do best every day. Learn more about our recruitment process. Job Description: Primary Purpose The Deans Executive Assistant provides a wide range of administrative services to support the Dean and the Office of the Dean of Arts. The Executive Assistant must be fully aware of the Deans schedule and priorities, including travel commitments and speaking engagements, and be prepared to make rapid changes to arrangements and alert the Dean to potential scheduling conflicts and priorities. The demands placed on the Dean are such that the Dean relies on the Executive Assistant to carry out the duties of this position with little or no direction. The Executive Assistant handles complex situations as they arise while maintaining utmost confidentiality of faculty records and/or discussions. The Executive Assistant provides administrative support to functions related to the management of faculty appointments, tenure and promotion procedures, and the annual performance review and salary increase processes. The Executive Assistant liaises with i) the Senior Administrators President, Vice Presidents Offices, etc. ii) the UW Deans iii) Academic Deans, Department Chairs / Directors in Arts and campuswide iv) international visitors, government offices and local communities. The Executive Assistant represents the Dean to all visitors and employs appropriate protocol with dignitaries and international guests. The role serves as Administrator for the Arts Endowment Fund and secretary to several facultylevel committees such as Arts Faculty Council, Executive Arts Honours and Awards Committee, Coop Advisory Committee, General Group and Department / School Chair / Director Nominating Committees. Key Accountabilities Act as first point of contact for the Deans meetings with senior members of the university business and community leaders and media representatives. Collaborate with the Deans Office staff and visitors to plan events ensuring the Deans role is properly positioned. Schedule all appointments and meetings for the Dean; proactively manage the calendar to include requirements of the Deans external activities including stakeholder relationships and community events. Maintain a record of the annual cycle of events related to the Deans administrative position; use this to plan well in advance for activities such as tenure and promotion attendance at leadership meetings and the annual performance cycle. Ensure that the Dean is fully briefed and prepared in advance of all internal and external appointments meetings and calls and is aware of priority matters. Manage the Deans correspondence; direct communications as appropriate to the Deans support staff for action or facultywide for information. Ensure the Dean has secured an Associate Dean to act as Dean in his/her absence and communicate this to the Office of the Vice President Academic and Provost. Manage all travel preparations for the Dean which include travel preferences, accommodation, transportation, phone packages, conference registrations, meeting schedules etc. and prepare complete itinerary for travel. Handle complex situations including rerouting travel / changes in accommodations / lastminute changes in event schedules. Think critically in unexpected situations to assess what needs to be completed and prioritize tasks effectively. Organize travel accommodations and other requirements for guests of the Dean and the Faculty of Arts. Prepare the Deans travel claim documentation, reconcile travel advances and submit final travel claims for reimbursement. Prepare and process Research and annual Professional Expense Reimbursement for the Dean in compliance with University Policy; remain current on knowledge of all policy requirement; attend annual training sessions. Arrange meetings for the Dean including reservation / menu selection campus parking for guests (including detailed directions to reach campus and the Office of the Dean). Faculty Administration Support the process for administrative appointments of Chairs (or Directors) including monitoring term end dates and organizing chair nominating committees as well as completing appropriate forms to finalize appointments. Support the Tenure and Promotion process by corresponding and providing guidance to external referees reviewing and collating files to ensure accuracy and completeness. Support the Annual Performance Review for Faculty by updating forms performing data entry and arranging meetings with department Chairs / Directors. Support the records management activities in the Faculty in keeping in policies 46 and 75. Provide support to the Dean in the absence of the Faculty Administrative Officer for any of the mentioned faculty processes. Faculty Committee Support Organize agendas, minutes and documentation for the Dean (e.g. Senate General Group Board of Governors Executive and Deans Council Faculty Relations Council weekly meetings with members of the Deans Office etc.); arrange premeetings to brief the Dean if required. Arts Endowment Fund (AEF) Act as the primary Faculty resource for fund related inquiries. Maintain committee membership of faculty staff student and alumni members. Promote the AEF to the Faculty of Arts; engage the support of staff and faculty to promote the AEF to students. Set and maintain a calendar of submission deadlines and committee meetings. Screen proposals as they are received to eliminate ineligible applications. Prepare and distribute meeting agenda and proposals to the committee record minutes of the meeting. Prepare approval / decline letters for proposals. Provide approvals to the Faculty Financial Analyst for fulfillment. Maintain the AEF website and SharePoint site. Arts Faculty Council Organize council leadership meeting agendas, record and distribute meeting minutes, maintain files / SharePoint sites. Arts Honours and Awards Committee Organize committee membership and maintain the Name Bank of potential Honourary Doctorate recipients; set meeting dates, prepare agendas, record minutes, prepare and send nomination packages to the Presidents Committee; organize the Celebration of Arts event by setting the date, arranging for dignitary attendance, reserving the celebration location, arranging catering, ordering awards, preparing event programs and managing staff and faculty attendance. Department Chair Nominating Committees Organize committee membership through online elections, obtain Provost approval of committees per Policy 40, set meetings, send emails to facilitate department consultation and schedule nominee meetings with the Dean prior to confirmation. General Group Maintain the list of Department Chairs schedule meetings, record and distribute meeting minutes. Coop Advisory Committee Support the Coop Advisory Committee by organizing membership, preparing agendas, recording and distributing meeting minutes. Distinguished Teaching Award Arts Manage the process for the Distinguished Teaching Award for Arts; arrange for Distinguished Teacher portrait sitting production and hanging of portrait in the Modern Languages Building. Administrative Support to Operations of the Dean of Arts Office Assist with largescale events planned in the Deans Office; including but not limited to corresponding with attendees, monitoring registration, coordinating venue and food services, setup of facilities. Manage the process for the Coop Work Report Awards; solicit exceptional reports from departments; compile report and package for reviewer process, financial award and facilitate certificate creation and delivery to award winners. Create and manage systems to organize and file all forms of documentation, action requests and followup to completion. Administer bookings for the Deans meeting rooms. Troubleshoot computer issues on behalf of the Dean and Dean of Arts Office staff and coordinate technical support as required. Act as backup to the Faculty Administration Officer, Faculty Services / Financial Assistant and the Administrative Coordinator Arts Graduate Studies and Research during their absences. Required Qualifications Education Completion of a college diploma in executive administration or related field required. Experience 5 years of executive level administrative support required. Demonstrated experience managing the priorities of a senior leader with competing demands, changing priorities and complicated international travel and protocol. Demonstrated experience coordinating events / meetings and briefing materials for a senior leader. Knowledge / Skills / Abilities Strong project management skills. Knowledge of the Universitys policies, procedures and operating requirements. In depth knowledge of Policies 31 (Travel) 40 (The Chair) 45 (The Dean of a Faculty) 46 (Information Management) 76 (Faculty Appointments) 77 (Tenure and Promotion of Faculty Members) the Arts Endowment Fund Management Guidelines and the Faculty of Arts Constitution preferred. Proven ability to exercise sound judgement, tact and diplomacy. High understanding of confidentiality and the importance of data integrity. Excellent oral and written communication skills. Excellent interpersonal and relationship building skills with a demonstrated ability to handle faculty staff and students from around the world with tact and diplomacy. Equity Statement The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching and community building and is coordinated within the Office of Indigenous Relations. The University values the diverse and intersectional identities of its students, faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, antiracism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Mti and / or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ. Positions are open to qualified candidates who are legally entitled to work in Canada. The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview or workplace accommodation requests please contact Human Resources or ext. 45935. Key Skills Fiscal Management, Teacher Coaching, Classroom Management, Classroom Experience, Education Administration, Strategic Planning, Teaching, Curriculum Development, Administrative Experience, Cordova, Leadership Experience, Program Development. #J-18808-Ljbffr