Employment - Assistant to the Dean, School of Education & Health

Assistant to the Dean, School of Education & Health

Cape Breton University

Full-Time Permanent

Weekdays

Description
Provides confidential administrative and organizational support to the Dean, School of Education and Health on a range of academic matters involving confidential correspondence. Act as liaison between the Dean, other Deans, Associate Deans, Department Chairs, faculty, staff, students, and the general public.
 
SPECIFIC RESPONSIBILITIES:
 
  • Provide administrative and organizational support to professional advisory bodies and projects, which may include organization of special events, videoconferencing arrangements, record keeping and correspondence;
  • Maintain departmental budget lines, liaising with the Finance Office as required, ensuring immediate access for the Dean;
  • Manage SharePoint internal access for CBU principal and secondary users, assigning electronic login and passwords for applicants, and maintaining records;
  • On behalf of the Dean, liaise with Deans, Associate Deans, Departmental Chairs, faculty, staff, students, and stakeholders;
  • Organize and attend meetings (confidential and otherwise) and prepare records, minutes and reports pertaining to same;
  • Create, prepare and secure confidential correspondence, memos related to grievances, promotion and tenure, performance issues (and other labour related issues);
  • Field enquiries and complaints from students/faculty/staff and resolve issues where possible;
  • Organize and manage the Dean’s calendar, prioritizing meeting requests and preparing meeting materials as applicable, including travel arrangements;
  • Oversee the day-to-day duties of the secretary for the School of Education and Health;
  • Assist, in collaboration with the school secretary, the management of student waitlists
  • Prepare and edit letters (e.g. failure to progress, plagiarism, academic warning, program completion, sabbatical, course release, references);
  • Ensure student enquiries are handled in an efficient and timely manner (academic standing, medical issues, plagiarism, academic regulations, waitlists);
  • Prepare, process and track employment contracts, professional development, cheque requests, travel, financial forms, etc.;
  • Complete degree audits and consult with Chairs, Dean, and Registrar’s Office on deficiencies;
  • Track attendance and maintain staff and faculty records for vacation, absences, sick time, class cancellations and ensure reporting to Human Resources;
  • Collate faculty activity reports/CVs annually;
  • Provide backup support to other Dean’s Assistants when needed;
  • Schedule meetings and events – booking rooms, ordering food and setup.
  • Send event notices and generate RSVP lists;
  • The position requires the ability to handle difficult situations and work with minimum supervision.
Requirements
  • Related Baccalaureate degree (Social Sciences, Education or Health Related), or acceptable equivalent combination of education and experience;
  • Secretarial or office administration diploma an asset;
  • Minimum five (5) years administrative experience; experience in an academic environment preferred.
  • Demonstrated proficiency in MS Office (particularly Word, Excel, and Teams), relevant web browsers and the ability to learn updated and/or new software. Familiarity with SharePoint, CRM Advise or ERP system (Colleague) an asset;
  • Excellent interpersonal/people management and problem-solving skills including the ability to work with employees and serve students in high-pressure situations with composure;
  • Excellent writing and organizational skills;
  • Ability to work closely with internal and external contacts, and to build and maintain good working relationships;
  • Ability to work collegially with associates/contacts at other Universities, private & public organizations, and government representatives;
  • Communicating effectively with internal and external enquiries;
  • Budgetary knowledge and proficiency in maintenance of budget lines;
  • Ability to carry out rules & conventions regarding confidentiality (labour relations, student records, faculty records);
  • Ability to become knowledgeable of CBU’s organizational structure, policies and operating procedures;
  • Willingness to become proficient in CBU’s ERP system (Colleague).
How To Apply

Cape Breton University will be accepting applications for this opportunity via their Human Resource Information System (HRIS), or other external site. Please follow the link and the instructions below carefully. Failure to do so may result in disqualification.

Apply here

Intended Audience

This employment opportunity is open for: Canadian, Permanent Residents, and Temporary Residents who are able to work for any employer in Canada (Study Permit and Open work permit holders).

Only applicants who are authorized to work in Canada will be considered.

Location Information
Community
Sydney
County
Cape Breton Regional Municipality
Province
Nova Scotia
Country
Canada
Opportunity Information
Employer
Cape Breton University
NOC Code
Experience Required
Yes
Available Openings
1
Pay Type
To be Determined
Remuneration
To be Determined
Estimated Weekly Hours
Start Date
End Date
Language
English
Language Proficiency Level
Fluent (CLB 10-12)
Posted on
June 20th 2022
Expires
July 11th 2022