Job Description

This position is for the University of Windsor and will start asap, and go until approx. August 30th, 2024. Ideal candidate would have U of W working experience.Skills/Knowledge/Experience/Education required:1. Dean & Associate Dean, Academic Administrative Support
This position provides administrative and secretarial support to the Dean and Senior Associate Dean, Academic at the OSB, including but not limited to:

• Serves as the primary interface to all communications going to or coming from the Dean including: handles all contacts via phone, mail, or email from faculty, staff, students, and the general public and, according to the nature of the queries, answers them directly, reroutes or passes them on to the Dean or other appropriate person or department.
• Administers the calendar for the Dean of Business, including meeting arrangements, scheduling, etc.
• Drafts correspondence on the Dean\'s behalf as required and sends out communication from the Dean of Business email account
• Arrange the Dean\'s participation at various conferences and academic events including registration, travel, and accommodation, preparing necessary documents.
• Coordinates, schedules, and books events including travel for the Deans Advisory Board in Toronto and Windsor approximately three times per year
• Submits expense reimbursements on behalf of the Dean for travel, entertainment, and other expenses as required in the Financial Management

System

• Maintains an office purchasing card for conference registrations, external job postings, etc.
• Maintains faculty, sessional, executive in residence personnel files
• Maintains a contact database for the Dean.
• Proofreads documents from the Dean as required
• Assists the Dean in preparing reference letters for previous students applying for graduate school or employment.
• Liaises between Dean/Associate Dean, Academic and various stakeholders

2. Supporting School and University Processes and Procedures
This position supports various systematic process and procedural obligations of the School, including but not limited to:

• Administrative processes for IQAP and AACSB accreditation including, travel arrangements, expense reimbursement, completing and compiling

various documents, and other tasks as required.

• Administrative processes involved with RTP including, faculty performance reviews, scheduling meetings, preparing/distributing confidential

documents, minutes, and final submission of the documents to the Office of the Provost.

• Assists with various processes related to the PDC workflow
• Collection of annual faculty eCV\'s.
• Coordinates all aspects of sabbatical leave applications and ensures submission to the Office of the Provost.
• Outstanding Scholars: collects signatures, files, and submits documents to the OS Office.
• Arranges sessional committee meetings, takes minutes, and prepares sessional contracts each term (Fall, Winter, IS/Summer).
• Prepares and distributes faculty teaching load letters and overload letters.
• Coordinates all aspects of the hiring process for faculty search committees including posting advertisements, collecting/vetting applications, preparing meetings, distributing confidential documents, minutes, scheduling interviews, arranging accommodations/meals, and submitting expense reimbursements for candidates as well as the Dean.
• Schedule appointment committee meetings and ensure Senate policies and bylaws are observed.
• Administers election of Faculty members to Senate and the annual appointments of faculty members to various committees
• Regularly maintains all committee membership listings
• Liaising with WUFA and assist/support in the preparing of responses to grievances where required
• Prepares and distributes the annual Dean\'s Honour Roll letters.

3. Recording Secretary

• Act as recording secretary to many committees chaired by the Dean and/or Senior Associate Dean, Academic, including faculty meetings, appointment committees, executive committee, advisory board committees, etc.
• Assist the chair in the preparing of meeting agendas, circulating supporting documents, recording meeting minutes, and circulating the recorded minutes after approval.
• Maintain records and files for all such meetings.
• Coordinates student complaint issues with the Dean, and takes minutes as required.

Essential Qualifications

• University degree in a relevant discipline and/or administrative experience as it relates to the duties of the position
• Knowledge of iExpense and UWinsite Student System or compatible systems
• Extensive knowledge of WUFA Collective Agreement, Senate Bylaws and Policies, as well as the academic and administrative structure and procedures of the University
• Experience in minute taking for meetings
• Excellent oral and written communication
• Excellent interpersonal skills including a high degree of cultural sensitivity and the ability to work with a diverse student, staff and faculty population
• Excellent organizational and time management skills with the ability to prioritize tasks, adjust workflow and work to a deadline
• Strong analytic and problem-solving skills
• Detail-oriented and accurate
• Self-motivated and directed
• Ability to maintain strict confidentiality, exercise tact, sound judgement and diplomacy
• Ability to work independently as well as part of a team
• Demonstrable technical computing skills in MS Excel, MS Word, MS PowerPoint, TEAMS, internet, email, desktop publishing and database software packages

Preferred Qualifications:

• Knowledge of Odette School of Business policies and procedures.
• Knowledge of courses, degrees, minors, certificates and concentrations offered at OSB.

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

Impact Staffing