FACULTY OF ARTS & SCIENCES

NorQuesters are difference makers and we’re searching for someone who is dedicated to finding ways forward and is intentionally courageous to join our Faculty of Arts & Sciences Department as a Senior Administrative Assistant.

The Senior Administrative Assistant is responsible for providing the administrative leadership for the effective coordination of the Dean’s office. This position liaises on behalf of the Dean’s office and maintains close communication with Faculty of Arts & Sciences (FOAS) leadership, staff, and faculty, other sectors of the college, the executive office, and external stakeholders to provide and obtain information. This includes having an understanding of the scope and intent of meetings with internal and external partners and stakeholders, so as to effectively prepare materials for the Dean. It also requires the ability to be the “second voice” to inquire and anticipate needs, communicating priorities of faculty administration issues and activities, as well as reviewing all documentation to ensure it is completed correctly prior to signatures. The work in this role changes daily and requires agility to shift workloads and priorities that come through the Dean’s office while making timely decisions.

HOW YOU’LL MAKE A DIFFERENCE:

• Provide full range of administrative support to the Dean and Vice Dean, and liaise with senior college staff and external stakeholders.
• Organize all FOAS engagements, Professional Development, faculty orientation, and celebratory events with various planning committees and represent FOAS on college-wide significant events.
• Ensure the Dean and Vice Dean are kept informed of relevant issues to facilitate effective management and resolution and bring emerging operational issues to the attention of the Dean and Vice Dean.
• Assess ongoing functioning of the Dean’s office and recommend and/or implement solutions aimed at improving efficiency and effectiveness of the Dean’s Office.
• Create and advise on increasing channels and opportunities for communication and engagement across FOAS.
• Schedule and take minutes for Leadership Team meetings.
• Draft routine correspondence, including briefing notes and binders, memoranda, letters, minutes, and reports.
• Review, edit, and format reports and proposals, ensuring that all criteria set out by external stakeholders have been met. This includes reading the call documents to ensure that all critical criteria are met.
• Review expense reports and procurement card reconciliations for completeness and accuracy before recommending approval to Dean/Vice Dean.

• Plan and coordinate multi-faceted travel and/or function arrangements and registration for the Dean, Vice Dean, and Academic Program Managers.

WHAT YOU BRING: 

• Bachelor’s degree or equivalent of education and experience
• 3 to 5 years senior administrative experience preferably in a post-secondary program environment
• Supervisory or lead experience in an office environment is an asset
• Demonstrated advanced knowledge with all Microsoft office application

WHAT MAKES YOU A DIFFERENCE MAKER? 

As a difference maker you bring: 

• Progressive experience working with and supporting people leaders.
• Advanced experience with MS Office, including advanced Word, advanced Excel, PowerPoint, and Outlook.
• Strong oral and written communication, organizational and time management skills, along with the ability to multitask.
• Familiarity with financial control functions, including contract management.
• Ability to work independently and prioritize tasks with minimum supervision.
• Awareness of sensitivities and interests of the diverse stakeholders to ensure the Dean’s, Vice Dean’s, and division's relationships are maintained and strengthened.
• A high level of sound and independent judgment, reasoning, and discretion.
• Excellent interpersonal skills and networking skills, acting with a high level of professionalism and business acumen.
• Excellent planning and organizational skills.
• Ability to work collaboratively and effectively with other team members from other areas of expertise within the organization.

SALARY: $49,129-$63,854 annually reflective upon what you bring, AKA your education and experience. This is an AUPE role, the AUPE Collective Agreement Appendix A outlines how pay is determined