Immediate opening!!

This is a Temporary position at the University of Windsor and will be for approximately 4 to 6 weeks, but could go longer. 

The Administrative Assistant to the Dean provides administrative and secretarial support to the Dean and the Manager
Administration and the Dean’s office.

Duties: 

1. Administrative Support to the Dean and the Dean’s Office
• Serve as the primary interface to all communications going to or coming from the Dean including handles all contacts via phone or email from faculty, staff, students, media 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.
• Provides administrative support to the Dean by administering their schedule, arranges individual meeting requests and prioritizes appointments.
• Arrange the Dean’s participation at various conferences and academic events including registration, travel and accommodation, preparing necessary documents, and expense reimbursement.
• Renew memberships for the Dean in various associations related to the Arts, Humanities and Social Sciences, as requested.
• Maintain extensive day-to-day office routine including: maintaining faculty/staff personnel filing system, tracking of confidential documents that require the Dean’s signature, development of correspondence and files, as needed.
• Coordinates large scale mailings and sends, processes, and distributes correspondence in and out of the Dean’s Office.
• Submit requests for maintenance work orders, interior and exterior signage, and coordinate requests for housekeeping when required.
• Updates the Dean’s Office Facebook page as required.
• Maintains a spreadsheet of all research grants applied for by faculty and amount received.
• Submits signed copies of research grant applications to Office of Research Services after obtaining signature of Dean or Associate Dean, Research Development as required
• Serves as the Admin. Assistant to the Associate Deans in the absence of the Admin. Assistant when required.
• Provide, on authorization of the Dean, information to faculty, administration, general public, government and other external organizations.
• Handles office purchases under $1500 and maintains office supplies.
• Completes I-expenses and purchase requests as required.

2. Sessional / Special Instructors/ Overload Contract Letters
• Prepare all sessional contract letters each semester (Fall, Winter, Inter, Summer), overload letters, special instructors, guest artist contract and academic advisor contracts.
• Maintain a database tracking each instructor’s contact and contract information, sessional seniority and courses taught.
• Coordinate the sessional hiring process for the Dean’s courses (i.e. Effective Writing, Understanding the Contemporary World) which includes: conducting the search and nomination process for membership, setting committee meetings, posting advertisement for course offered, preparing ranking grids, and conducting e-votes when necessary.
• Charge appropriate accounts for Sessional Instructors, and/or Special Instructor contracts.

3. Committee Support
• Arrange meetings for Dean’s committees including the individuals serving on the committees.
• Handles administrative duties associated with committees which includes preparing the agenda, distributing documentation, and taking accurate minutes.
• Provides administrative support to search committees including preparing meeting itineraries and necessary documents, posting advertisements, and collecting applications.
• Review and organize applications and arrange interviews for candidates short-listed
• Prepare status reports for Academic Administrative Unit (AAU) councils on the progress of the search and the recommended candidate.
• Arranges AAU Council meetings and conduct voting, complete and submit required forms for academic appointments

4. Faculty Coordinating Council (FCC) and Program Development Forms (PDC):
• Serve as the resource person/recorder for the Faculty Coordinating Council.
• Organize summaries and complete course and calendar change forms (PDC forms) for all programming changes within FAHSS for FCC and tracks using a database the progress of PDC forms following-up on all action items.
• Arrange for audio-visual equipment and troubleshoots presentation and computer issues as needed.
• Reviews the forms with the Dean, Associate Dean or Manager to ensure their accuracy prior to forwarding to Senate
• Provide information to the Chair and faculty members on the PDC process and respond to any inquiries as required.
• Coordinate electronic votes as required for PDC forms and the entire FCC process.

5. Other Duties as Assigned

Skills/Knowledge/Experience/Education required 
Essential Qualifications
• Diploma in Office Administration or related field and/or significant experience (minimum 5 years) in an administrative support capacity as it relates to the duties of the position
• Proficiency with computer software and databases including MS Word, Excel, calendaring, email and web management software.
• Excellent communication skills, both written and verbal
• Interpersonal skills: including the ability to exercise judgment in carrying out a proper, diplomatic evaluation of all situations and to remain calm especially in stressful situations
• Ability to work independently or as a team player
• Ability to multi-task and take initiative and meet deadlines in a fast-paced environment
• Excellent organizational, time management and problem-solving skills
• Knowledge of the University’s organizational structure
• Knowledge of the Senate Bylaws and Faculty Association Collective Agreement and Robert’s Rules as it pertains to the position
• Knowledge of Research Services processes as it pertains to the position
• Knowledge of the Program Development Process as it pertains to the position
• Experience in record keeping and minute taking and meeting preparation
• Experience with the UWin Finance System or compatible system
• Experience with UWin Student System or compatible system

Preferred Qualifications:
• University degree
• Knowledge of processes in the Associate Dean of Academic & Student Concerns office, i.e. DARS, Aegrotat, appeals, etc.
• Proficiency with Microsoft Publisher
• Experience with event planning and organization

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