Administrative Assistant to the Dean, Faculty of Arts, Science, and Management

Position Summary

Reporting to the Dean, Faculty of Arts, Science, , and Management, the Administrative Assistant provides administrative services in support of the office of the Dean (which includes the Associate Dean). The Administrative Assistant represents the office of the Dean in all communications and relations with both internal and external stakeholders, which includes various Ministries’, the College Senior Leadership Team (SLT), the Education Team (ET), managers and staff college-wide, and the public. The Administrative Assistant processes all confidential material received by and sent from the office of the Dean and implements all procedures relating to the efficient operations of the office and good practices; to ensure accurate information and appropriate communications as required, including adherence to FOIPOPP and relevant college policies. As the Administrative Assistant is often the first point of contact, all actions taken must be appropriate and meet the professional standards expected of the Office of the Dean and an office of North Island College (NIC). The Administrative Assistant is committed to and positively demonstrates the agreed values and mission of the College as required on behalf of the Dean, Faculty of Arts, Science, and Management Position Competencies Job Knowledge; Judgment; Teamwork; Planning & Organization; Customer Service Excellence; Communication & Interpersonal Skills Duties & Responsibilities 1. The Administrative Assistant provides efficient and effective administrative support to the Dean, demonstrates a positive approach, representative of the professional standing of the Office of the Dean, and the College.
2. Provides information and records administration, which includes the implementation, development and ongoing monitoring of administrative systems and procedures, applying sound judgment in the completion of administration functions, including the management of shared documents, and systems of retention.
3. Responsible as the first point of contact for communication and liaison with both internal and external stakeholders, and ensures appropriate action, referring issues to the Dean for response, as required.
4. Accountable for the coordination of operations in support of all materials originating from or received by the Office of the Dean, applying appropriate judgement and maintaining confidentiality.
5. Apply knowledge and judgment to ensure issues that require immediate response are referred to the appropriate authority, in the absence of the Dean, as required.
6. Consults and advises on all requests for internal and external appointments and meetings, for the Dean, and ensures effective organization and coordination of arrangements and documentation.
7. Provides liaison between the Dean and Department Chairs to provide information/support, including the scheduling of regular meetings in support of department communications, operations, and deliverables.
8. Responsible for providing the Dean with support necessary in the effective use of appropriate office technology, and attends appointments and meetings with the Dean as requested.
9. Organizes travel arrangements on behalf of the Dean, including flights, accommodation, car rental, etc. Adheres to college policies and procedures in the efficient submission of receipts/expenses related to the work of the Dean and office.
10. Supports the Dean in responsibilities for the efficient hiring of faculty/staff, coordinates and supports the use of NIC’s online recruitment website People Admin, from creation of job postings through to successful appointment. Adheres to all college/HR policies, processes, practice and collective agreements.
11. Consults with the Dean, and provides administrative support in coordination of the faculty evaluation process as outlined in the NIC/NICFA Collective Agreement.
12. Responsible and ensures knowledge and awareness of College Policies and Procedures, NICFA and CUPE Collective Agreements, and agreed practice.
13. Provides the Dean with business administration of all budgets relevant to the Office of the Dean, Business and Applied Studies, including knowledge of appropriate business practices and procedures, ability to allocate resources, plan procurement and oversee budgets and contracts in support of the Dean’s responsibilities to ensure fiscal stability of the department.
14. Coordinates and supports multiple facets of community/regional programming offered throughout the College region, and ensures established and approved College processes and practices are followed.
15. Monitors course enrolments and liaises with the Dean, and Department Chairs on potential adjustments to accommodate program waitlists.
16. Coordinates review of grades for student eligibility for awards, which includes the President’s Award and Dean’s Pin, and notifies recipients with arrangements for College Graduation/Award Ceremonies.
17. Collaborates with the Dean and department staff in the efficient administration of in-service and common professional development, faculty/staff paid leaves, payroll timesheets, expense claims, purchase and book requisitions.
18. On behalf of the Dean, cooperates and collaborates with Department Chairs, as assigned or required by the Dean, in the College’s Quality Assurance process and other College-wide planning processes. Required Education & Experience 1. Post-secondary Diploma in Business Administration required. A minimum of two years post-secondary education in a related discipline, or equivalent two years of study that includes post-secondary education and courses/training in Business Administration may be considered.
2. Three to five years of recent senior level administrative and secretarial experience, in a similar position within a post-secondary environment is required. Required Knowledge Skills & Abilities - Excellent organizational and time management skills with the ability to plan and prioritize multiple tasks, to ensure agreed deadlines are met;
- Ability to demonstrate effective team behaviors including active listening, collaboration, positive participation, and contribution toward shared team goals;
- Exceptional communication, interpersonal and client service skills, and demonstrated ability to exercise, good judgment, tact and diplomacy;
- Demonstrated ability to maintain respectful and effective relationships in a diverse work environment, responding to ongoing improvement and change with a positive attitude;
- Proven administrative skills and demonstrated ability to accept responsibility, apply initiative, use good judgement, and appropriate objective decisions, as required of the position;
- Advanced level of proficiency with MS Office software, Word, Excel, PowerPoint and Access, including fast, accurate word processing skills, and ability to use efficient and cost-effective approaches to integrate technology into the workplace and improve program effectiveness;
- Evidenced written communication skills with a thorough knowledge and application of business English, grammar and language;
- Expertise in the development and maintenance of complex filing systems including working knowledge of privacy and freedom of information legislation;
- Ability to work with independence of action, and demonstrate experience in maintaining the level of confidentiality and sensitivity, required of the office of the Dean position;
- Established working knowledge of labour and employment legislation, as applied in policies, procedures and collective agreements, within a unionized and post-secondary work environment, or similar environment preferred;
- Knowledge of NIC processes and decision-making bodies.

* Applicants should be prepared for testing