Department Operations and Undergraduate Programs Assistant

The incumbent will provide student, faculty and financial related administrative support to the Department Head, faculty and staff in the department of Earth and Environmental Sciences (EESC). This includes:

• Assisting with the Education Plan management, determining Teaching Assistant allocations, managing and coordinating student hires, assisting with the recruitment of new Faculty, Sessional and Staff hires.
• Supporting the Appointment, Reappointment, Promotion and Tenure process, providing administrative support for Graduate Students, assisting with departmental financial processes and organizing seminars, workshops, conferences and other events.
• Exercising initiative and judgment to assess and respond to issues and to resolve administrative problems.
• Working effectively using database and web-based programs and performing general routine office procedures.

Organizational Status: The Dean of the Faculty is the primary administrator. This position works under the Department Head for day-to-day department administrative support tasks, and receives supervision and guidance from the Department Manager regarding conditions of employment and University, Faculty and Departmental policies and procedures.

Work Performed:

• Provides administrative support to the Department Head by assisting with the Education Plan management, preparing Registration Reports, managing and coordinating TA hires, and managing course scheduling.
• Assists with student registration and prepares field school course requirements.
• Supports the recruitment of new Faculty, Sessional and Staff hires, ensuring access to Canvas and Workday.
• Prepares and distributes agendas, documentation and minutes for Department meetings.
• Manages the administration of all student hires including Graduate Teaching Assistants and Undergraduate Teaching Assistants.
• Serves as the resource person for faculty, staff and students regarding policies and procedures surrounding admissions, programs of study, awards, research assistantships, graduation, and other related matters.
• Supports the Appointment, Reappointment, Promotion and Tenure process by attending meetings and preparing approved copies of confidential dossiers.
• Assists with Department financial processes by initiating and processing requisitions for payment/expenses and reconciling financial expenses.
• Performs other related duties as required.

Consequence of Error/Judgement: The employee in this position is expected to perform professionally and make proper and sound decisions. Errors have a direct impact on student academic records and could have adverse effects on the work of the Department Head.

Minimum Qualifications: Willingness to respect diverse perspectives, commitment to enhancing awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications: Undergraduate Degree in a relevant discipline, over three years of related experience or an equivalent combination of education and experience, excellent organizational skills, and intermediate proficiency in MS Office software.