Job Description

Join the Renewed Seneca, The Next Seneca.

Guided by The Next - A Strategic Plan for Seneca Polytechnic , we offer a working environment that is innovative, flexible and encourages risk-taking. Joining Seneca Polytechnic brings opportunities for professional development and career growth. We focus on health and wellbeing in all its forms to provide a great employee experience.

Position Summary

The Assistant to the Dean of Faculty of Applied Arts and Health Science (FAAHS) will be responsible for providing a wide range of high-level administrative and office support. Working in a busy, dynamic and highly confidential environment, the incumbent will assist with special projects as assigned. These may include conducting research, gathering information and statistics, assisting with the preparation of presentations, preparing meeting agendas, minutes and general correspondence. This role will also perform a variety of confidential administrative functions in support of the goals and objectives of the Dean, the Faculty, and Seneca as well as academic initiatives. As a member of the administrative team, this position works closely alongside, and help the Dean, Chairs, Managers and others on the management team. The incumbent participates in and assumes coordinating responsibility for selected projects. assists in the departmental budgeting process and supports the Dean in any employee and labour relations issues. This is a hybrid role and will be based primarily at the King Campus. Based on the nature of operations, the incumbent might be required to work at other campuses as needed.

Responsibilities

Administration

• Acts as point of contact for the Dean\xe2\x80\x99s office for external and internal clients including screening mail and calls, booking appointments with the Dean, and/or where possible resolving issues as appropriate and/or referring to another party as appropriate.
• Prepares written correspondence on behalf of the Dean via email, letters, using own initiative, knowledge of the subject and/or communication with the Dean.
• Supports the Dean\xe2\x80\x99s/Faculty\xe2\x80\x99s strategic planning, strategic communication and provides feedback
• Takes minutes for some meetings, based on the Dean\xe2\x80\x99s needs.
• Supports the Dean in any employee and labour relations issues.
• Provides administrative support to the FAAHS management team including open enrolment and start-ups.

Calendar & Schedule Management

• Coordinates and schedules all meetings, conferences, travel arrangements pertaining to the Dean\xe2\x80\x99s office with both internal and external contacts and ensure the required. materials (hand-outs, minutes, agendas), technology, catering and appropriate space are provided on time.
• Organizes and maintains the Dean\xe2\x80\x99s calendar, and regular faculty files.

Budget Reconciliation

• Liaises with finance regarding cheque requisitions and invoices to be paid.
• Pays invoices using i3, creates PRs and POs in the system, sets up new suppliers, as required. This includes the Dean\xe2\x80\x99s mileage and expense reports submissions through i3
• Responsible for the P-Card monthly reconciliations for the Dean and the Senior Manager.
• Assists the Senior Manager with the monthly tracking of departmental budgets and the annual budgeting process for the Dean\xe2\x80\x99s office.

Special projects

• Leads specific projects assigned by the Dean, as required and works closely with the Senior Manager on specific projects and initiatives that pertain to the faculty or the individual FAAHS schools.
• Organization and dissemination of information packages related to new initiatives, project proposals, or related to programs within FAAHS.
• Plans and coordinates faculty events and assists the FAAHS schools with the school specific events including ordering of supplies/swag/promotional material for events related to the Dean\xe2\x80\x99s office and faculty initiatives.
• Accountable to for making changes/updates the FAAHS employee Intranet, as required. Ensures the Administrative coordinators have updated the individual school pages at least once or twice a semester.
• Updates the Faculty\xe2\x80\x99s social media accounts on a regular basis, that involves researching/creating content.
• Performs other duties as assigned.

Qualifications

As part of our commitment to dismantling barriers to success and job opportunities for employees and candidates, Seneca may consider applicants with an equivalent combination of education and experience. Education

• Minimum completed 3-year diploma/degree in Business or related discipline.

Experience

• A minimum of three (3) years\xe2\x80\x99 experience in a fast-paced office environment, with progressive office management responsibilities and experience reporting and supporting executive or senior level management.
• Experience working in an academic environment, public sector, serving boards and committees and/or administration is preferred.

Skills

• Experience with business operations and processes, with well- developed skills in internal and external communication.
• Superior client service and conflict resolution skills.
• High level of professional maturity, respectfulness and diplomacy.
• Flexibility and adaptability to handle changes and shifting priorities.
• Strong interpersonal skills and the ability to work independently, handle inquiries from a diverse audience in a professional, tactful and timely manner, while maintaining a high degree of confidentiality.
• Proven ability to prepare clear, concise and accurate meeting minutes.
• Advanced computer skills with competency in all current Microsoft Office applications.
• Experience with budgeting and purchasing and monitoring departmental budgets, purchases and vendor relationships.

Note:

• A skills assessment will be administered during the recruitment process.

Job Details



External Posting Date: November 3, 2023
External Closing Date: November 10, 2023
Pay Range: Payband 7: $61,195 - $76,493 (Start Rate: $61,195 - $68,843)
Hours: 37.5 hours per week
Work Type: Hybrid
Shift: Monday - Friday , 9:00 am- 5:00pm Might vary based on operational needs
Ideal Start Date:
End Date:
Job Type: Full-time, Permanent Note: Seneca requires copies of educational credentials at the time of an interview. Confirmation of educational credentials in the form of an official Canadian transcript or an official evaluation of international credentials which determines Canadian equivalency will be required upon hire.

Seneca Polytechnic at a Glance

Seneca Polytechnic is Canada\xe2\x80\x99s leading polytechnic with over 4000 employees, 45,000 full-time students and 45,000 part-time registrants. With over 55 years since opening its doors for the first time, Seneca Polytechnic is dedicated to getting our students career- and world-ready. We offer an education that has no boundaries. And we create great flexible experiences for those who study and work here. The student experience. The employee experience. The community experience. The Seneca experience is a differentiator. As Canada\xe2\x80\x99s leading polytechnic, our core mission is our North Star: we provide a great education that builds great careers for our graduates. We make a difference so they can make a difference. None of this happens without the exceptional employees of Seneca \xe2\x80\x93 the faculty, support staff and administrators \xe2\x80\x93 who show their commitment to our students and their success every day. We are excited about what the future holds. Come help us build The Next for Seneca Polytechnic. Embrace innovation. Challenge the status quo. Lead. That\xe2\x80\x99s Seneca Polytechnic.

Our Commitment

We are proud to be building the equitable Seneca, and welcome applications from candidates who can contribute to the diversity of lived experiences, perspectives, and approaches. Joining Seneca means being part of an inclusive community working hard to dismantle barriers to access, student success, and employee potential. Learn more about how we are building an equitable Seneca

Accessibility

Seneca is committed to making employment opportunities accessible in accordance with the Accessibility for Ontarians with Disabilities Act, 2005. Upon request, accommodation will be provided in all parts of the application and hiring process. If you require accommodation, please contact jobs@senecapolytechnic.ca.