Faculty Services Manager

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Term 18 Months

Internal posting expires December 18th at 11:59 PM

Job Description:

Primary Purpose

The Faculty Services Manager (FSM) is responsible for ensuring the accuracy and timeliness of appointments and academic processes for the Faculty of Engineering. This position independently supports governing and administrative councils and committees and provides support to the senior management team for data management and integration across a wide range of functional areas. The incumbent provides confidential advice and guidance consistent with policies procedures and best practice. The Faculty Services Manager provides institutional memory and stability keeps record of the governance and administration of the Faculty ensuring adherence to related policies procedures and ensuring continuity between successive administrations. As a member of the Dean of Engineering team the FSM works collaboratively with colleagues and provides support on administrative matters as needed.

Key Accountabilities

1. Administration of appointment procedures and academic processes

Is responsible for administering or overseeing all faculty and non-faculty appointments for the Faculty of Engineering including tenured probationary definite term special lecturer research visiting post-doctoral fellow and adjunct appointments; supervises appointment related paperwork (if work is done by others) and ensures accuracy and timely completion of the process

Troubleshoots questions on appointment types and makes recommendations to senior leaders

Supports faculty recruiting efforts including managing Job Bank postings and acts as the liaison with Immigration Services on the hiring of foreign nationals

Provides initial review of submissions to the University Appointments Review Committee (UARC)

Supports the tenure and promotion process including committee membership liaises with external examiners prepares materials for distribution to the Faculty Tenure and Promotion Committee (FTPC) and University Tenure and Promotion Committee (UTPC) schedules meetings and records minutes

Administers process for sabbatical and other leaves of absence

Stays abreast of policies procedures and guidelines on appointments and academic processes

Provides coaching and support to administrative staff in the academic units (8) on the interpretation of policies and administration of academic processes

Prepares administrative appointments for senior leadership roles in the Faculty

Acts as a resource within the Faculty of Engineering on the administration of all academic matters related to appointments tenure and promotion sabbaticals and other leaves

Identifies opportunities to streamline existing processes; investigates and supports the transition from paper-based to electronic systems

2. Administrative support to governing council and administrative committees

Provides professional support and guidance to various governing bodies and administrative committees including Engineering Faculty Council (EFC) Engineering Faculty Assembly (EFA) Chairs Directors and Associate Deans (CAD) Academic Policy Committee (APC) Engineering Planning Committee (EPC)

Prepares an annual schedule of meeting dates that align with EFC constitution and by-laws

Ensures compliance with Faculty constitution and by-laws as it relates to EFC and standing committees

Maintains the official record and electronic mailing list of EFC and standing committee membership

Acts as Secretary to the EFC Nominating Committee and supports the appointments process for EFC and standing committees

Initiates communication with departments and other Faculties to solicit members as required

Provides professional support to various ad-hoc committees including Deans Staff Advisory Committee (DSAC) Honours and Awards Committee

Supports Chair and Director Nominating Committees and related processes

Oversees meeting logistics including room bookings catering etc.

Prepares agenda and related materials for distribution to committee members manages presentation needs and related equipment

Acts as recording secretary distributes minutes tracks and reports on progress of action items and maintains the institutional record for the Faculty

3. Data collection management and warehousing

In collaboration with Academic Support Units facilitates data integration across functional areas and different platforms

As directed by the Executive Officer implements the action plans resulting from the Facultys data strategy

Supports senior staff on a variety of data needs including but not limited to data collection management warehousing

Translates results of routine data analysis into reports and presentations

Supports existing and initiates new datasets; maintains relevant data files

Identifies system deficiencies and limitations; recommends areas of enhancement; manages security permissions with Engineering Computing

Assists with various exports from the data warehouse; identifies investigates and resolves data anomalies and discrepancies

Extracts and verifies data for membership and voter lists

4. Administrative support to the Faculty Committee on Student Appeals

Supports the Faculty Committee on Student Appeals (FCSA) and acts as the initial point of contact in the Office of the Dean of Engineering

Ensures that the timelines and procedures as prescribed in relevant policies is adhered to by all parties

Independently selects tribunal members; compiles and distributes case files to tribunal members

Schedules and attends preliminary meetings to assess appeals and makes appropriate arrangements for tribunals in camera meetings

Acts as Recording Secretary and resource person at tribunals

Assists the Chair of the FCSA in the preparation of official notices to parties affected by the tribunals decision

Prepares and provides a summary of cases annually to the University Committee on Student Appeals (UCSA)

5. Other administrative functions including but not limited to:

Provides high-level administrative support to the Dean of Engineering in the absence of the Executive Assistant to the Dean. Duties include but not limited to calendaring and scheduling of meetings preparation of and support for all print and email communications committee support including Chair Nominating Committees etc. special events community engagement activities and other special projects as assigned.

Supports the activities of the Executive Officer and Director Faculty Services as required.

Serves as a resource for the application of policies procedures guidelines and best practice for academic processes in the Faculty of Engineering.

Supports time sensitive key accountabilities of several administrative roles within the Office of the Dean of Engineering as needed to ensure exceptional service to academic administrative support units and campus partners.

Required Qualifications

Education

Bachelors degree in business communications or related field. Equivalent combination of education and experience may be considered

Experience

Minimum of 5 to 7 years of progressive responsibility in an academic setting and a solid understanding of the universitys collegial and complex organizational structure

Demonstrated knowledge of university policies and procedures governance academic processes

Thorough understanding of relevant policies to support student appeals; must possess high degree of tact diplomacy and discretion in guiding students through the appeal process

Experience with data management warehousing analysis and preparation of reports and presentations

Knowledge/Skills/Abilities

High level of computer literacy and willingness to learn new programs; knowledge about data analytics considered an asset

Demonstrated ability to work effectively and discreetly with confidential and sensitive information

Must possess strong client service focus and sensitivity to diversity

Exceptional organization skills with the proven ability to work on multiple projects simultaneously with competing demands and strict deadlines

Proven ability to work collaboratively with senior leadership colleagues students and campus partners

Proven ability to build strong relationships and establish trust

Demonstrated aptitude for successfully working in a team-oriented environment

Demonstrated sound judgement tact discretion and professional integrity

Exemplary interpersonal and communication skills

Strong attention to detail ability to work independently take initiative and anticipate future needs and potential issues

Proven problem solving abilities conflict management skills

Advanced knowledge of Microsoft Office including Outlook Word Excel and PowerPoint WCMS required. Experience working with MS Power BI SharePoint mailing lists databases desired. Experience with Concur and Workday as asset.

Advanced knowledge of and experience interpreting university policies procedures and guidelines

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity anti-racism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized including applicants who identify as First Nations Métis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application interview or workplace accommodation requests please contact Human Resources or ext. 45935.