Executive Assistant to the Dean, Faculty of Science

Executive Assistant to the Dean, Faculty of Science

Tracking Code : req1265

Faculty / Department : Faculty of Science

Number of Positions : 1

Appointment Type : Full-Time Continuing

Hours of Work : 35 hours per week

Salary Range : - Starting Salary, Step 1 $60,652

Posting Date : July 31, 2024

Closing Date : Aug 7, 2024

Job Summary : TheExecutive Assistant, Faculty of Science, provides efficient, professional andconfidential, executive level support to the Dean.

This includes managingactivities that support the Dean’s role both internal and external to theFaculty and University. Duties are complex, varied and often of a highlyconfidential nature.

Nature of work :

Reporting to the Dean, Faculty of Science, theExecutive Assistant to the Dean is a strong, positive, collaborative andsupportive presence for the Dean’s office, faculty, staff and the University.

The complex and competing nature of the responsibilities involved in this rolerequires a highly organized individual who can set priorities, perform dutiesindependently as required, and also have the ability to work collaboratively ina team environment.

The incumbent must possess a strong sense of initiative anddecision making to investigate and resolve complex issues as they arise.

Dailyactivities involve regular interaction with staff, faculty, executive offices,and high-level internal and external contacts, with exposure to confidentialinformation.

The role requires considerable use of tact, diplomacy, discretion,and excellent judgement.

Responsibilities / accountabilities :

Applies knowledge of Faculty priorities and Dean activities to organize and coordinate a complex schedule. Screens and prioritizes matters requiring the Dean’s attention, including meeting requests, and coordinates the Dean’s calendar.

Ensures key institutional timelines are met.

• Reviews internal and external correspondence; drafts and edits responses, reports and briefing notes. When appropriate, resolves issues, concerns and requests and / or responds on behalf of the Dean.
• Coordinates and manages highly confidential internal processes, including faculty tenure / promotion and performance reviews.
• Facilitates the recruitment of faculty and staff (, scheduling meetings and interviews; communicating with candidates), while ensuring adherence to institutional processes.
• Coordinates key committee meetings, including : assisting with setting agendas; organizing and distributing meeting materials; minute-taking.
• Other related duties as assigned.

Required Skills :

• Superior organizational and time management skills and the ability to multi-task and manage details well under pressure, with minimal supervision
• Excellentwritten and oral communication skills.
• Provenability to act with integrity and to exercise sound judgement, discretion, tactand confidentiality
• Excellent interpersonal skills, with a demonstrated ability to work professionally with a wide range of internal and external stakeholders.
• Strong proficiency with MS Word; additional expertise with Outlook, Excel, and Acrobat Pro is valuable
• Prior knowledge of university programs, systems, policies, administrative activities, etc. is an asset

Required Education :

Completion of a Formal Post-Secondary / College Program of Two Academic Years or Equivalent (preferably in Business Administration or a related field)

Required Experience :

• A minimum of three years’ experience in an administrative support role
• Preference will be given to those with experience providing support for a senior manager / administrator
• Previous experience in a Faculty of Science in a similar role is an asset

How to Apply :

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until Aug 7, 2024 or until a suitable candidate is found.

We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU.

To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website and which may be amended from time-to-time.

OntarioTech University is actively committed to equity, diversity, inclusion, indigenizationand decolonization (EDIID), and welcomes applications from all qualifiedcandidates, while especially encouraging applications from First Nations,Metis, Inuit peoples, Indigenous peoples of North America, racialized persons,persons with disabilities, and those who identify as women and / or2SLGBTQ+.

All qualified candidates are encouraged to apply;however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work inCanada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate.

The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact , Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties.

We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location : Oshawa, Ontario, Canada

Expected Start Date : 7 / 31 / 2024

Expected End Date :