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JOB TITLE: Academic (Administrative) Assistant (AA) to the Faculty of Science
DEPARTMENT: Faculty of Science
POSITION STATUS: Permanent, Full-time (35 hours/week) – OSSTF
LOCATION: Sault Ste. Marie
SUPERVISION RECEIVED: Dean of Faculty of Science
Respective Department Chairs/Faculty Chairs as applicable
SUPERVISION EXERCISED: N/A
A. Chair Support 60%
B. Faculty Support 30%
C. Office Administration 10%
The Academic Assistant to the Faculty of Science will support the day-to-day operations of the Faculty of Science to alleviate administrative responsibilities for all respective Departments. This position will report to the Dean of the Faculty of Science, will receive direction from the department/faculty chairs, and will work closely with the Administrative Assistant to the School of Computer Science and Technology (SCST). The incumbent is expected to have a high degree of organizational, communication and administrative skills and be able to work both independently and across multiple departments and faculties as required.
A. Chair Support (60%)
Provide support to each Department Chair (excluding Director of SCST) and Faculty Chair including but not limited to, the Cyclical Review Process, reporting on Annual Departmental plans and Academic Plan updates for Departmental meetings, and rostering each term, including overload requests
Provide meeting preparation support to each Department Chair (excluding Director of SCST) and Faculty Chair including, but not limited to, scheduling, coordinating invitations, preparing the agendas, minute-taking and following-up on action items
Prepare ballots for elections of Senate Committee representatives each year
Liaise with Committee Chairs to move processes forward for approval (e.g. New Program Proposals, Implementation plans, New Hire Requests)
Administrative support for Faculty Appointments Committees (FAC) and Part-Time Appointment Committees (PTAC)
Assist with onboarding new full-time and part-time instructors and off-boarding of faculty retiring and resigning as required
Collaborate with the Experiential Learning and International Affairs Department to promote and expand experiential learning opportunities for students
Solicit course outlines from all instructors in the Faculty at the beginning of each semester, and maintain/update inventory of course outlines, as required
Oversee Student Feedback of Teaching as mandated by OPSEU Local 685 and OPSEU Local 685 (Part-Time) collective agreements, including troubleshooting, liaising with the Innovation & Technology department, tracking online and paper evaluations and encouraging their completion, receiving and entering paper evaluations, reviewing and flagging potential issues in student evaluations, and distributing results to the Departmental Chair and Faculty Academic Dean accountable for evaluation processes
Develop marketing materials in consultation/collaboration with the University Marketing and Communications Coordinator (excluding Director of SCST)
Support the development and growth of the School of Life Sciences and the Environment
B. Faculty Support (excluding School of Computer Science and Technology) (30%)
Act as first point of contact for the respective Departments/Schools (answer phone, email and in-person inquiries as required and/or triage accordingly), answer general inquiries, and direct students to appropriate faculty and/or staff
Assist students with general inquiries, scheduling advising appointments, follow-up communications, support student clubs
Assist Faculty with processes and policies for form submissions (Purchase Orders, Travel and Non-Travel Claims through Professional Allowance, Professional Expense Reimbursement Funds, Start-up etc.)
Assist Faculty in using GSuite, BeanWorks and any other software programs adopted by the university.
Track and notify students of class cancellations
C. Office Administration (10%)
Assist the Vice President, Academic & Research (VPAR) Office with the Full-Time Faculty Interview process by organizing the interview meetings, refreshments, travel arrangements and escorting each candidate around campus, as required
Assist the Faculty Academic Dean’s Office with coordinating the Marking/Grading stipends and part-time/casual student/employee recommendation and hiring processes in close collaboration with relevant academic departments, the department of People and Culture, and the department of Innovation & Technology
Assist Departments, Dean’s Office and VPAR Office with events, as required
Provide social media support in collaboration with the Communications Office
Other duties, as assigned.
Physical Effort Required
Minimal: Some lifting/physical effort required for transportation of materials and setup for school visits
Minimal: Minimal exposure to unpleasant/disagreeable conditions. Irregular hours of work, at times.
Moderate: The need for precise work, while accommodating regular interpretations
Moderate: Occasional exposure to mental pressure such as conflicting deadlines and interactions
Four-year undergraduate degree in a related field, with at least one year related experience, or equivalent combination of education and experience
Excellent use of technology for collaboration; strong computer skills, including Microsoft applications; G-Suite knowledge preferred
Proven skills in relationship management and achieving results using a collaborative approach
Demonstrated success in contributing to change efforts while showing respect for, and sensitivity to, academic and disciplinary norms
Proven ability to communicate and work effectively with faculty, course instructors, graduate students, support staff, and university administrators
It is required that the incumbent possess:
Excellent communication skills, both written and verbal;
Excellent customer services skills;
Excellent interpersonal skills;
The ability to work in a team environment;
The ability to work independently;
Strong personal initiative;
Tact and good judgment;
The ability to successfully meet deadlines;
Excellent administrative and organizational skills with the demonstrated ability to take initiative and prioritize work in a high volume office;
The ability to multitask and work under pressure in a dynamic environment;
The ability to work effectively with people of diverse backgrounds, styles and abilities.
Commitment to, and understanding of, Algoma University’s special mission and the Seven Grandfather Teachings
Vulnerable Police sector check is required
START DATE: ASAP
Salary Scale: $43,920 – $54,899 annually
Please submit a resume and cover letter (combined PDF) to email@example.com no later than 4:00 p.m. on Tuesday, November 8, 2022.
Algoma University is strongly committed to fostering diversity and inclusivity within our community and is an equal opportunity employer. The university invites and encourages applications from all qualified individuals who would contribute to the further diversification of our Institution, including equity-seeking groups that are traditionally underrepresented in employment (Indigenous peoples, racialized persons, women, persons with disabilities, and 2SLGBTQQIPA+ persons).
In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by Algoma University throughout the recruitment, selection, and/or assessment process to applicants with disabilities.
Please note that the successful candidate will be required to provide a Police Vulnerable Sector Check as a condition of employment.
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