Job Description

Faculty Services Assistant - Limited Term

Tracking Code: req697

Faculty/Department: Faculty of Business and Information Technology

Number of Positions: 1

Appointment Type: Limited Term 9 months

Hours of Work: hours per week

Salary Range: Level 6 - Starting Salary, Step 1

Posting Date: July 6, 2023

Closing Date: July 19, 2023

Job Summary:

The Faculty Services Assistant, under the direction of the Director of Planning and Operations, provides operational and budgetary support in the Faculty of Business and Information Technology.

Responsibilities/accountabilities:

• Coordinate and manage sessional, teaching assistant and research assistant contracts in the Employee Personnel Action Form (EPAF) Banner system, along with following up on contract administration.
• Develop, maintain, and modify administrative systems as required to ensure the department\'s effective daily operation.
• Coordinate with Program Directors for graduate and undergraduate TA assignments, generate / process all contracts, and communicate with TAs on all related matters. Administer and process sessional contracts including the posting of these positions on the Ontario Tech website and the completion of the generation of these contracts in (EPAF).
• Tracking of all contracts processed within the faculty.
• Coordinate all teaching course evaluations in faculty.
• Guide faculty members on process and policies of hiring of Research Assistants/Post Doctoral Fellows.
• Administer and process research contracts including contracts for: Post Doctoral Fellows, Research and Academic Associates, and Research Assistants. Complete the generation of these contracts through EPAF.
• Coordinate University Works Program.
• Coordinate laptop distribution, key and proxy card requests, sessional office maintenance and facilities requests.
• Assist with office and space planning including coordinating with Facilities and OCIS departments regarding all logistic activities.
• Assist with quotes for equipment purchases and create purchase orders using FAST to track purchases, delivery and payment.
• Monitor and track program/lab budgets and in-year project budgets.
• Assist with financial monitoring for faculty and the reconciling of expenses.
• Assist Director with ad hoc projects as required.

Required Skills:

• Proficiency in using software and computer programs such as Windows, Microsoft Office including PowerPoint and Publisher;
• Act with integrity and have the ability to maintain confidential information.
• Work well in a team environment.
• Excellent written communication and interpersonal skills, diplomacy and tact, with a professional and courteous demeanor.
• Strong attention to detail with the ability to multi-task and work with accuracy and efficiency in a fast-paced environment.
• Proficient with Ontario Tech University policies and procedures.

Required Education:

• Completion of a 2 year post-secondary education or equivalent of education and experience.
• University degree preferred.

• Verification of Academic credentials may be required

Required Experience:

• One to three years of related experience, preferably in a university setting.

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until July 19, 2023 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university\'s policies which may also be found on our website and which may be amended from time-to-time.

Ontario Tech University is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and Indigenous Peoples in Canada will be given priority.

Ontario Tech University respects people\'s different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact , Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university\'s

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 8/7/2023

Expected End Date: 4/30/2024

Ontario Tech University