Administrative Assistant, Dean Science

Concordia University of Edmonton (CUE) is a community of learning grounded in scholarship and academic freedom, preparing students to be independent thinkers, ethical leaders and citizens for the common good.

CUE campus is situated on the banks of the North Saskatchewan River in Edmonton’s historic Highlands neighborhood. Supporting a student body of nearly 3,000, we are known for our small class sizes and our excellence in teaching. Our small classes and diverse student population provide an excellent opportunity for engaging with students in a sustained and nurturing way unique within the Canadian university system. CUE is an institution that values research in the sciences, social sciences, humanities and management. Our vision is to become Canada’s preeminent small university.

CUE is committed to fostering a diverse, equitable, and inclusive environment for work, study, and living. We actively promote dignity for all, rejecting action and language that are harmful to mutual respect.

Reporting to the Dean, Science (“Dean”), the Administrative Assistant, Dean Science is responsible for providing administrative support to the Dean. They will be the liaison for the Dean’s Offices and will contribute to the operations and enhancement of the Faculty of Science. The successful candidate will have a strong client-focus, will support collaboration, and will be able to work with a wide variety of stakeholders within the Concordia University of Edmonton (“CUE”) community.

RESPONSIBILITIES:

Office & Executive Administration

· Serve as a primary point of contact and liaison for the Dean, Science Office including inquiries from students, faculty, internal and external members of the CUE community, all while exercising judgement on how best to respond, maintaining a high level of confidentiality, and representing the Dean’s Offices professionally at all times.

· Manage the Dean, Science calendar and office email under the direction of the Dean.

· Schedule and coordinate the Dean, Science appointments and/or travel arrangements, and coordinate and oversee daily office activities.

· Coordinate appointments, group meetings, interviews, and events including making room reservations, preparing the necessary materials and arranging for catering and travel as required.

Academic & Faculty Administration

· Coordinate administrative activities associated with academic affairs, such as assisting the Dean in preparing faculty teaching assignments, course schedules, faculty reviews, and other reports as requested.

· Distribute and review the faculty course evaluations as instructed by the Dean.

· Distribute and collect all Science syllabi, ensuring University records are kept up to date and complete.

· Collect the Faculty of Science final exams ensuring the University records are kept up-to-date and complete.

· Gather, accurately enter, and maintain information in the contract system for instructor and student contracts.

Records, Financial, & Administrative Support

· Review and reconcile monthly budget items as requested including corporate card reconciliation, expense claims and other financial tracking as required by the Dean.

· Gather, accurately enter, and/or update data to maintain departmental records and databases; establish and maintain files and records for the offices.

Faculty Council & Committee Support

· Serve as secretary to the faculty councils and other related committees for the Dean, Science Office and/or as requested by the Manager, Academic Administration. This includes administrative support such as calendar scheduling, creating meeting agendas, taking and distributing meeting minutes, and following up on any necessary matters arising from the meetings.

Projects & Ongoing Support

· Assist the Dean with on-going projects to enhance policies, processes and procedures.

· Consistently offer professional, friendly, and engaging client service.

· Other duties as assigned.

REQUIREMENTS:

· A diploma in Administration or related discipline is required.

· Bachelor’s degree would be considered an asset.

· Minimum of five years’ administrative experience is preferred.

· Experience in academia is considered an asset.

· Ability to pass a clear criminal record check is required.

Closing Date: Application review will commence immediately and continue until the position is filled.

Please direct all questions and inquiries to Human Resources at Concordia University of Edmonton [email protected].

Concordia University of Edmonton encourages applications from members of racialized groups, visible minorities, First Nations, Métis, Inuit, and Indigenous persons, persons with disabilities, women, persons of any sexual orientation or gender identity and expression, and others who may support a diversity of perspectives at CUE. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. We thank all applicants for their interest; only those selected for an interview will be contacted.