Administrative Specialist, Dean’s Office, Faculty of Health and Human Services

Position Summary

The Faculty of Health and Human Services Dean’s Office Administrative Specialist provides comprehensive administrative and operational support to the Faculty of Health and Human Services (HHS) Dean, Associate Dean, and within the Office of the Dean. Working independently with a high degree of initiative, judgement, and discretion, the incumbent coordinates executive office operations, supports strategic initiatives, manages complex and confidential information, and ensures the effective administration of processes.
The role requires a thorough understanding of College policies, procedures, collective agreements, and institutional priorities, as well as the ability to analyze information, coordinate competing priorities, and respond effectively to emerging issues.
The incumbent maintains awareness of the Dean and Associate Dean’ priorities, schedules, and commitments, proactively coordinating activities, identifying potential conflicts, and ensuring timely action on key initiatives and deadlines. Through exceptional organizational, communication, and relationship-building skills, the Administrative Specialist contributes to the efficient operation and continuous improvement of the Dean’s Office.
Aligned with North Island College’s mission, vision, values, and strategic plan, the Administrative Specialist is committed to fostering a collaborative, responsive, and service-oriented environment that supports the Faculty’s academic and strategic goals. Position Competencies - Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills Duties & Responsibilities 1. Administrative and Operational Support:

• Serves as a key member of the HHS Dean’s Office team, providing confidential administrative, analytical, and operational support to the Dean and Associate Dean.
• Independently assessing and responding to urgent matters during the HHS Dean and Associate Dean’s absence, ensuring timely resolution, appropriate delegation, and efficient referral to the relevant authority when required.
• Manage the day-to-day activities of the HHS Dean and Associate Dean, ensuring priorities and deadlines are met.
• Maintains awareness of the HHS Dean, and Associate Dean’s initiatives, and strategic priorities.
• Coordinate HHS Dean and Associate Dean’s correspondence, reports, presentations, meetings, travel, calendars, and office activities.
• Research, analyze, and prepare briefing materials, reports, and supporting documentation to support the Dean and Associate Dean decision-making.
• Monitor and track assignments, deadlines, and action items on behalf of the HHS Dean’s Office.
• Maintain records, databases, and documentation in accordance with institutional policies and privacy legislation.
• Coordinate with Department Chairs and instructors to ensure departmental projects, strategic planning activities, deadlines, and professional development requirements are completed effectively and within established timelines.
• Utilize discretion and judgement to screen visitors and telephone calls and notify appropriate personnel.
• Liaise with and provide support to all levels of staff internal to the College and external partners.
• Manage and maintain the Faculty of Health and Human Services SharePoint team sites, Faculty Profiles, and the Office of the Dean team site filing system, ensuring accurate content organization, accessibility, and records management.
• Respond to inquiries and provide guidance to HHS faculty, staff, students, and external partners regarding policies, procedures, and administrative processes, ensuring accurate, consistent, and timely information.
• Collaborate with HHS Dean’s Office staff to ensure seamless administrative operations and service delivery.
• Maintain awareness of operational interests and concerns of other areas within the College.
• Engage FOIPPA principals with all communications (verbal, written, formal and informal).

2. Recruitment and Employment Administration:

• Coordinate HHS faculty and staff recruitment processes, including job postings, application management, search committee support, interview scheduling, reference checks, and onboarding activities.
• Collaborate with Human Resources to maintain recruitment, employment, qualifications, and seniority databases.
• Prepare and process employment-related documentation, appointments, and staffing requests.
• Collaborate with HHS Department Chairs, hiring committees, and institutional partners to support recruitment and appointment processes.
• Support onboarding activities, including orientation coordination, workspace setup, systems access, equipment requests, and employee integration.
• Monitor active recruitment and staffing activities, ensuring records are accurate, current, and compliant with institutional requirements.
• Provide administrative support for employment-related processes, including leave tracking, contract administration, and position management.
• Identify opportunities to improve recruitment, onboarding, and employment administration processes.

3. Committees and Event Coordination:

• Provide administrative support to committees, working groups, and special projects, including meeting coordination, agenda preparation, minute-taking, and records management.
• Ensure decisions and action items are communicated to appropriate internal and external contacts.
• Plan and coordinate HHS faculty events, workshops, conferences, awards, and recognition events.
• Lead and coordinate HHS faculty evaluation processes, including annual planning, scheduling, documentation management, data collection, external partner communication, monitoring of timelines, and maintenance of confidential records.

4. Project and Strategic Support:

• Supports and coordinates HHS departmental planning initiatives, curriculum processes, accreditation activities, and strategic projects.
• Liaise with College departments and external organizations to gather information, coordinate activities, and ensure timely completion of initiatives.
• Prepare correspondence, forms, reports, and submissions for internal departments and external organizations.
• Assist with expense reconciliations, travel claims, payments, and financial records.

5. Student, Faculty, and Partner Support:

• Serve as a key point of contact for the Dean’s Office, providing professional customer service and problem resolution.
• Liaise with HHS faculty, staff, students, and external partners.
• Coordinate information flow between the Dean, Associate Dean, and external partners.
• Represent departmental priorities on cross-functional initiatives when delegated by the Dean and Associate Dean.
• Exercise discretion, sound judgement, and initiative when addressing sensitive, confidential, or urgent matters.

6. Other Duties:

• Supervise HHS student employees as assigned (i.e. Student Health Lab Monitors)
• Providing comprehensive administrative support to the Dean and Associate Dean in their roles with external agencies and committees, including managing electronic meeting materials and records, coordinating committee-related activities, and supporting governance and operational functions.
• Attend meetings and represent the Dean’s Office as required.
• Perform other related duties as assigned by the Dean, Associate Dean, and Senior Administrative Specialist.

Required Education & Experience - Bachelor’s degree in Business Administration or equivalent in a related discipline.- Requires over five (5) years of recent directly related administrative assistant experience in a post-secondary environment including:

• Experience managing complex calendars, coordinating meetings and events, preparing reports and correspondence, handling confidential information, and supporting administrative operations and strategic initiatives
• Experience planning, coordinating, and executing events, and special projects.

- An equivalent combination and experience may be considered. Required Knowledge Skills & Abilities

• Strong organizational, project coordination, and time management skills, with the ability to manage multiple priorities and deadlines in a dynamic environment.
• Demonstrated analytical, problem-solving, and decision-making abilities, with strong attention to detail, accuracy, sound judgement, and the ability to make informed recommendations.
• Strong organizational awareness and the ability to represent an office, department, or organization with professionalism, diplomacy, and discretion.
• Knowledge of FOIPPA and privacy legislation, with the ability to handle sensitive and confidential information with discretion, professionalism, integrity, and cultural awareness.
• Ability to work independently and collaboratively in a fast-paced, multitasking team environment; demonstrate initiative, adapt to changing priorities, and contribute to continuous process improvement.
• Ability to coordinate meetings, events, projects, and administrative processes while ensuring timely follow-through and successful outcomes.
• Knowledge of administrative practices, records management, organizational policies, procedures, and governance processes.
• Excellent interpersonal, verbal, and written communication skills, with a strong customer service orientation and the ability to build effective working relationships with diverse groups.
• Advanced proficiency in Microsoft 365 applications and digital technologies, including document management, reporting, collaboration, and presentation development.
• Valid Class 5 driver’s license and willingness to travel between campuses as required.

*Applicants should be prepared for testing.