Assistant To The Associate Dean - Oa4 (Aeses)

MINIMUM FORMAL EDUCATION/TRAINING:

• Completion of a formal training program in a related discipline from a recognized institute required

• Three years directly related experience required
• Experience working with students from diverse cultural and linguistic backgrounds as well as students with disabilities is required
• Experience in a student services office in a university faculty where practicum is a part of the program would be an asset
• An acceptable equivalent combination of education and experience may be considered

SKILLS AND ABILITIES:

• Effective communication and interpersonal skills, tact and diplomacy when interacting within the University community, with external partners, and with the general public is required
• Strong organizational skills, problem-solving skills, and ability to set priorities and meet deadlines is required
• Advanced knowledge of Microsoft Word (mail merges, report creation, document design); Access database programs (queries, reports, etc), Excel (editing and manipulating data, creating templates) is required
• Demonstrated ability to use Microsoft 365 Teams and to adapt to all forms of new technology (video conferencing, fillable forms, etc.) is required
• Demonstrate ability to learn and retain a variety of information about the program and the complex details related to the various aspects of said program is required
• Demonstrate ability to work independently and collaboratively in a team environment is required
• Knowledge of the policies and procedures of the Faculty’s academic programs is as asset
• Satisfactory work record, including satisfactory attendance and punctuality, is required

• Oral and written French-language skills are an asset.
• Knowledge of University policies and procedures preferred.

• Assists Associate Dean and works with Student Services Office to implement undergraduate programs in keeping with Faculty and University policies and procedures.
• Provides committee support including preparing and distributing agendas and supporting materials, arranging meeting dates, providing information to committee members, making logistics arrangements for meetings (audio-visual equipment, hospitality etc.), taking and distributing minutes, recording and tracking action items; and archiving all committee materials
• Prepares communication and correspondence about undergraduate programs for distribution to various audiences including students, faculty members, instructors, and external partners in various forms
• Prepares and submits paperwork for undergraduate scholarships, awards and bursaries including drafting correspondence to recipients and coordinating with Financial Aid and Awards as well as members of various awards adjudication committees
• Completes documents associated with student discipline and appeals
• Answers inquiries received by phone, email or in-person from students, faculty and staff, University administrative staff and external partners including schools, school divisions, Manitoba Education, and other organizations.
• Maintains calendar for Associate Dean including booking meetings, inviting attendees, attaching relevant documents for meetings to the calendar, sending reminders, and shifting meetings as needed in response to changing circumstances
• Opens, stamps, and prioritizes items received in the Associate Dean’s physical mailbox
• Responds to requests from students to see the Associate Dean, asking for pertinent information to determine whether a meeting is appropriate and/or whether the student should be directed to the Student Services Office or other individuals for support
• Arranges travel bookings and completes travel and expense claims for Associate Dean
• Ensures all documents and records associated with program implementation and Associate Dean’s Office functions are filed in an organized, secure, and accessible manner
• Develops and maintains a time-line manual of annual Associate Dean’s Office functions
• Provides support for other non-administrative academic activities of Associate Dean including supervision of graduate students, teaching, presentations and other forms of service within and beyond the Faculty and University
• Assists with planning, publicity and logistics for Faculty events such as orientations, program days, recruiting and information sessions, guest speakers (in-person or virtual) and professional learning opportunities
• Attends and provides support during some Faculty events including some that may occur outside of regular business hours
• Assists other staff during peak workload conditions
• Provides vacation relief for Assistant to the Associate Dean, Graduate Programs and Research
• Other duties as assigned