Key Responsibilities

• Supports and assists with activities which fall under the jurisdiction of the administrator, including gathering and assembling information for developing, maintaining and monitoring required systems and procedures, such as operating budgets for cost centres.
• Provides support for internal and external committees by initiating agendas, scheduling meetings, preparing and circulating minutes, taking action on tasks within this class specification, monitoring other action items.
• Facilitates communication and arrangements between the administrator's office and both internal and external contacts with tact, sensitivity and judgement as required. Contacts may include faculty, staff, students, ministry and municipal officials, other colleges and universities, international contacts, and community and business organizations. This includes providing information to staff and faculty regarding University and area policies, procedures and timelines.
• Arranges special events including receptions, conferences, visits by officials and delegations, and social events. This includes arranging catering, hotel/meeting room arrangements, and gifts.
• Identifies and gathers information regarding issues requiring administrative action with considerable judgement and initiative, including determining whether an issue needs to be escalated to the Dean or another administrator or can be handled by the assistant.
• Prepares administrator's (and visitors’) daily schedule including travel and accommodation requirements; schedules appointments and meetings. Maintains a bring forward system of background/meeting related information for the administrator.

Required Knowledge, Skills & Abilities

• Thorough knowledge of University and relevant area policy, rules, regulations, procedures and functions.
• Thorough knowledge of business English, spelling, punctuation and arithmetic.
• Thorough knowledge of word processing software.
• Considerable knowledge of spreadsheet, database, presentation (e.g. Power Point) and e-mail applications.
• Considerable knowledge of program content and flow in the Dean’s portfolio.
• Considerable knowledge of modern office practices and procedures.
• Considerable knowledge of the Internet, the University web site, and web posting software.
• Ability to maintain confidentiality and to exercise tact, diplomacy, discretion and sensitivity when dealing with other employees, students, community groups, multi-cultural groups and the general public.
• Ability to understand the context of issues in order to exercise initiative and judgement regarding action required.
• Ability to multitask, apply organization skills to meet deadlines, and work with minimal supervision.
• Ability to understand and follow complex oral and written instructions, and communicate information effectively, both orally and in writing.
• Ability to adapt to changing situations and reprioritize tasks smoothly.
• Ability to answer questions regarding University and area policy and procedure, and collective agreements up to a defined level on behalf of the administrator.
• Ability to draft correspondence and reports from general instructions, appropriate to the intended audience and sensitivities of a situation, and with correct emphasis and tone.
• Ability to establish and maintain effective working relationships with other employees, students, community groups, officials, and the general public.
• Ability to act with cross-cultural sensitivity.
• Ability to work within the processes of the Co-ordinator’s Manual and the faculty collective agreement.
• Ability to accurately and quickly record and transcribe a variety of material (whether by shorthand, speedwriting, dictation, notebook computer, etc.).
• Ability to establish and maintain office administrative procedures.
• Skill in keyboarding at 50 wpm.