Job Description

Position will go until approx. December 18th 2025, with the possibility of an extension.
Key Job Functions
Student Services:

• Serve as first level of communication and front-line triage for students. Assist with students' concerns and provide appropriate information to assist in resolving concerns. Gather and compile student information for the Associate Dean. Provide guidance to students on academic matters such as understanding and reading their Academic Advising Report (AAR), etc
• Refer specific inquiries or difficult/complex students' concerns to departmental undergraduate faculty advisors, the Associate Dean, and/or other service departments as required.
• Oversee the department email account and responds to inquiries.
• Serve as resource person to faculty and staff for matters pertaining to academic policies, procedures, research applications, graduate faculty status, partnerships and interdisciplinary studies to support the work of the Associate Deans.
• Develop and maintain working relationships with a full array of campus and off campus constituents.
• Serve as liaison between faculty and students to resolve incomplete course work and/or grades due to extenuating circumstances.
• Liaise with Registrar's Office to resolve various student matters concerning (but not limited to) enrollment and registration, course overload requests, grade submissions, academic standing.
• Liaise with Student Health Services and the Office of the Associate Vice-Provost, Student Experience on various student matters.
• Maintain and update effective communication strategies and tools related to academic concerns for students, ensuring that information about academic policies and regulations is accessible and easily understood.
• Inform the Associate Dean of late grade submissions.

Academic Standing:

• Coordinate with Associate Dean, Academic all matters related to Academic Standing Committee (ASC) decisions and the ASC Appeal process.
• Assist in the review of student records to determine student academic status according to University Regulations.
• Serve as recorder (minute taker) at ASC meetings and notify students of their academic status by letter and/or email, in a timely fashion.
• Responsible for on-going communication with students who have been required to withdraw or placed on academic probation, by providing information and guidance on the appeal process and other options.

Academic Integrity:

• Provide administrative support to the Associate Deans on matters dealing with academic integrity, research initiatives, etc. including management of reports and confidential files.
• Communicate with all parties regarding potential academic offences, including initial email contact with students and the outcome of the investigation.
• Advise faculty members on policies and procedures related to academic integrity as necessary.
• Liaise with Academic Integrity and Senate Offices as necessary.
• Follow up with students and faculty to ensure that sanctioning has been complied with and the matter is complete.

Maintain statistical records relating to academic offences (i.e. number of academic offences per term, type of offence; number of offences by department).
Administrative Duties:

• Provide administrative support and assistance to the three (3) Associate Deans (Academic, Administrative & Research, & Partnership Development and Interdisciplinary Studies) by assisting with the organization, prioritization, and preparation of required paperwork for various daily tasks
• Handle inquiries (phone, in-person, email, facebook etc.), compose correspondence and compile documents for any one of the Associate Dean's signature, as necessary
• Plan and prepare for the Associate Dean's offices activities on a daily basis.
• Prepare agendas, meeting notices, distribute documents and take minutes, as required.
• Ensure information is filed accurately in Faculty members and student and other office files, including purging and archiving files to Leddy Library annually.
• Understand Senate Bylaws and Robert Rules of Order to assist with meeting coordination for the Dean's Office and Associate Dean's offices (sending of agenda, minutes, etc.).
• Working with the Office of Public Affairs and Communication, coordinates with the various FAHSS departments the FAHSS section of the 'Guide to Registration' for first year students to ensure wording meets University standards and regulations.
• Verify and process documents related to student matters. (i.e. grade appeals, aegrotat, late voluntary withdrawal, degree audits, student course overload, readmission to University, etc).
• Monitor the progress of all student applications to ensure timely decision making and notification of outcome to applicants.
• Order office supplies for the Associate & Dean's offices as necessary.
• Serve as Secretary to the Dean and Special Event Secretary in his/her absence
• Maintain and develop the website for the Office of the Associate Deans.
• Track all grant applicants in conjunction with Associate Dean, Research
• Prepare Student Evaluation of Teaching packages for all courses administered out of the Dean's Office.

Work with each Associate Dean to ensure administrative duties/activities in each area are handled effectively and efficiently. Matters pertaining to Students, Research & Graduate Studies, and Partnership development & Interdisciplinary studies are part of this position's preview.
Other:
Perform other duties as required.
Skills/Knowledge/Experience/Education required
Essential Qualifications

• Diploma in office administration or significant experience as it related to the position.
• Experience working an on-line student database application (e.g UWinsite Student)
• Knowledge of the University Senate Bylaws, Policies and University course calendar and how they relate to various student concern issues.
• Ability to work independently as well as being able to work within a team environment.
• Accuracy, attention to detail, initiative and problem solving
• Excellent interpersonal skills including a high degree of cultural sensitivity and the ability to deal with a diverse student, staff and faculty population;
• Excellent organizational skills and ability to multi-task
• Excellent communication skills both verbal and written
• Ability to maintain confidentiality
• Minute taking experience.
• Experience with webpages development and maintenance and social media platforms
• Excellent human relations skills to deal with highly stressful student situations
• Experience with the University e-grades system
• Demonstrated sound analytical skills, including the ability to interpret and apply policies and procedures
• Proficiency in computer applications (i.e. Microsoft Word suite, Excel, Powerpoint, etc.).

** If interested and qualified, please email your resume to dolivito@impact-staffing.com **

Skills Required