Divisional Administrative Assistant, Faculty of Law (01145.16)

The Divisional Administrative Assistant is an essential administrative support position working under the direction of the Dean of Law. The position acts as a member of the Facultys management team and participates in Faculty initiatives organizes resources analyzes confidential data (often sensitive in nature) and develops manages and coordinates projects as assigned. The Divisional Administrative Assistant manages atypical and routine recurring or annual administrative tasks scheduling appropriate timelines monitoring progress and reporting to the Dean.

The Administrative Assistant works with the Dean Academic and Administrative Coordinator and Assistant Dean to facilitate the organized and timely completion of various reports and projects and actioning maintaining and reviewing various management systems evaluations.

MAJOR RESPONSIBILITIES
Provides confidential administrative support to the Dean the Academic and Administrative Coordinator and Assistant Dean (including managing confidential schedules documents and emails) as well as preparing meeting materials agendas and meeting minutes. Provides basic administrative support to the Faculty of Law Professors where appropriate and co-ordinates international exchange students under the supervision of the Dean. Assists with advancement and outreach.

Supervisory Responsibilities:
The Administrative Assistant ensures that terms and conditions of collective agreements are administered correctly and are consistent with administrative policies and regulations.

Human Resources Management:
Under the direction of the Dean Academic and Administrative Coordinator and Assistant Dean schedules timelines for the various steps in the summative evaluation system organizes a record of various individual responsibilities with respect to the evaluation of each faculty member in the Faculty needing summative evaluation. Manages organizes and maintains sensitive evaluation data; ensures proper evaluation record keeping in the Faculty Office. Assembles the quantitative and qualitative data and routes the data to the appropriate parties and monitors completion of the various steps in the faculty evaluation process. Assists with and participates in (when applicable) the hiring process for Faculty and CUPE staff within the Faculty. Provides the Dean Academic and Administrative Coordinator and Assistant Dean with advice on the Collective Agreements concerning day-to-day operational activities such as the hiring process performance reviews leaves and other daily activities. Coordinates the hiring of Research Assistants and Teaching Assistants within the Faculty. Under the direction of the Dean and Academic and Administrative Coordinator the Administrative Assistant assists with the onboarding of all Sessional Faculty in conjunction with People and Culture and ensures that policy and procedures are followed.

Information systems and reporting:
Assists in the managing of various information systems such as section size printouts Raisers Edge workload planning form data and provides feedback based on data analysis to the Dean Academic and Administrative Coordinator and Assistant Dean. Assembles and creates reports for the use of the Dean Academic and Administrative Coordinator and Assistant Dean. Assembles and creates reports for the use of the Dean Academic and Administrative Coordinator and the Assistant Dean. Coordinates the preparation and final presentation of calendar material and other official documents. Updates and maintains Law software and aids in troubleshooting problems in coordination with IT; and maintains SharePoint Websites relating to the Faculty of Law. Updates information in Raisers Edge.

Project development:
Provides leadership management and coordination as assigned including interface between the Dean Academic and Administrative Coordinator and Assistant Dean groups and committees to meet project goals deadlines and deliverables within the Faculty. Ensures the Faculty of Law website is current and accurate.

REPORTS TO
Dean Faculty of Law

REQUIRED KNOWLEDGE/SKILLS
Education

• Bachelors Degree in a related field and/or experience in the legal industry or legal education

Experience

• Three to five years related administrative experience at a similar level preferably with a law background and in a post-secondary environment
• One year experience working tactfully with members of the legal community

Skills & Knowledge

• Demonstrated ability to work independently tactfully and discreetly under pressure with a diverse range of people from the senior administrative level to students faculty and staff as well as a wide range of external contacts
• Effective interpersonal and communication skills both oral and written in a confidential environment
• Advanced computer knowledge with a high level of understanding of Microsoft Word Excel PowerPoint Access Raisers Edge and web management systems
• Ability to deal with staff students colleagues employers and external vendors with courtesy discretion and tact; ability to deal with difficult situations appropriately
• Ability to exercise considerable independent action based on good judgement
• Ability to project manage and coordinate committees
• Ability to plan organize and prioritize work while managing multiple diverse and competing priorities to meet deadlines
• Ability to maintain attention to detail in a research and teaching environment
• Ability to operate related equipment such as photocopiers fax machines and audio-visual equipment
• Ability to take detailed minutes of meetings and prepare summaries
• Ability to prepare reports on a diverse array of matters for internal use and to submit to external parties
• Ability to track budget and prepare summary financial reports