Administrative Assistant, Dean of Arts & Interim Dean of Science

Concordia University of Edmonton; Edmonton; On-site; CAD 50,000 - 60,000; Full time

Job summary

A renowned educational institution in Edmonton seeks an Administrative Assistant to provide support to the Dean of Arts and Interim Dean of Science. Responsibilities include managing calendars, serving as a liaison, and maintaining departmental records. The ideal candidate will have a diploma in administration and five years of experience, preferably in an academic setting. This role demands strong organizational skills and attention to detail.

Qualifications

• Minimum of five years’ administrative experience, preferably in academia.
• Ability to communicate clearly in both written and verbal form.
• Intermediate proficiency in Google Suite and MS Office.

Responsibilities

• Provide administrative support to the Dean's Offices.
• Manage calendars and oversee daily office activities.
• Serve as a secretary to the faculty councils and committees.

Skills

Client-focused service

Strong organizational skills

Attention to detail

Education

Diploma in Administration or related discipline

Bachelor’s degree

Tools

Google Suite

MS Office (Word & Excel)

Job description

Job Purpose

Reporting to the Dean of Arts & Interim Dean of Science, the Administrative Assistant is responsible for providing administrative support to the Dean of Arts & Interim Dean of Science. They will be the liaison for the Dean’s Offices and will contribute to the operations and enhancement of the Faculty of Arts and 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 CUE community.

Responsibilities

Duties and Responsibilities

• Serve as a primary point of contact and liaison for the Dean of Arts Office and the Dean of Science Office including inquiries from students, faculty, internal and external members of the Concordia University of Edmonton 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 of Arts and the Dean of Science calendar and office email under the direction of the Dean;
• Schedule and coordinate the Dean of Arts and the Dean of Science appointments and/or travel arrangements, and coordinate and oversee daily office activities;
• 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;
• Distribute and collect all Arts and Science syllabi, ensuring University records are kept up to date and complete;
• Collect the Faculty of Arts and 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;
• Serve as secretary to the faculty councils and other related committees for the Dean of Arts and the Dean of Science Offices 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;
• 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;
• Coordinate appointments, group meetings, interviews, and events including making room reservations, preparing the necessary materials and arranging for catering and travel as required;
  
  

To apply, please submit a cover letter and resume as one PDF and save and title it with your first and last name

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.

• Assist the Dean of Arts and the Dean of Science with on-going projects to enhance policies, processes and procedures;
• Consistently offer professional, friendly, and engaging client service; and
• Perform miscellaneous job-related duties and provide support as assigned.
  
  

Knowledge, Skills And Abilities

• Ability to meet strict deadlines while consistently maintaining a high level of professionalism and confidentiality;
• Demonstrated strong attention to detail;
• Student-focus, collaboration, and the ability to work with a wide variety of stakeholders within the Concordia University of Edmonton community;
• Ability to communicate clearly in both written and verbal form with a strong attention to detail, grammar, and spelling;
• Data entry and keyboarding skills;
• Intermediate proficiency in Google Suite and MS Office (specifically, Word & Excel) is required with an aptitude to learn other software;
• Experienced in working with competing deadlines and a large degree of independence;
• Be able to manage a large workload and demonstrate strong organizational skills;
• Effective problem solving and troubleshooting skills;
• Effective time and task management skills are essential;
• Demonstrated professionalism and sound judgement;
• Familiarity, interpretation, application of relevant CUE Policies and procedures and legislated requirements;
• Basic understanding of the Collective Agreement;
• Knowledge of the functions and structure of an academic environment;
• Effectively balance the needs and tasks of the Dean of Science;
• Ability to be flexible to support the timelines and deliverables of team members; and
• Demonstrated ability to be a team player.
  
  

Education And Qualifications

• Prior Administrative Assistant experience required
• A diploma in Administration or related discipline; a Bachelor’s degree would be considered an asset.
• Minimum of five years’ administrative experience; experience in academia is considered an asset.