Status: Appendix D/Temporary Assignment (August 2020 - July 2021)
Hours: 35 hour/week; Monday to Friday
Campus: Stoney Creek
Pay Band: G
Salary Range: $29.29
Posting Date: July 7th, 2020
Closing Date: July 13th, 2020 at 7:00pm EST
Under the direction of the Associate Dean, the incumbent provides leadership and administrative support for a cluster of programs, performing a wide range of functions that contribute to the success of students, faculty, support staff, and the Associate Dean. The incumbent also contributes to the effective and efficient operation of the School of Industrial and Motive Power by providing quality customer service in keeping with the College’s strategic plan.
The duties of this position will include, but are not limited to the following:
Contributes to the efficient operation of a cluster of Programs with the provision of a range of administrative duties. Specific responsibilities include:
Planning and coordinating key academic-related activities such as:
Trouble-shooting and resolving student academic issues related to registration, withdrawals, grades and graduation.
Ensuring faculty and staff adherence to a wide variety of academic-related deadlines.
Assisting faculty and staff involvement in recruitment, student awards and medals, special events, student success and orientation activities.
Organizing and attending promotion meetings, preparation of required student information, recording promotion decisions and follow-up.
Preparing electronic and hardcopy correspondence for academic-related issues.
Maintaining critical information related to students’ academic progress
Assembling data and preparing reports on program activities and new initiatives, program proposals and reviews, and preparing submissions for various reporting requirements.
Weekly, monthly or yearly based on the nature of the activity, initiative and submission.
Planning and preparation of submissions for program Capital Equipment, Renovations and Maintenance, and Major Project requests by:
Notifying faculty and support staff of the call for submissions.
Collecting and arranging all requests for review and prioritizing by the Associate Dean.
Preparing reports using appropriate forms for submission.
Reviewing annual College Calendar proofs, College web information, program of studies and recruitment information by:
Ensuring the accuracy of program and ancillary information.
Advising the Marketing and Recruitment Department of changes/omissions/errors.
Signing off on the information on behalf of the Associate Dean.
Providing administrative support to Program Advisory Committee (PAC) chairperson(s) and members by:
Assisting the Associate Dean and PAC chairperson(s) with the planning and organization of meetings.
Preparing and distributing meeting notes and agendas to PAC members.
Ensuring that PAC membership information is kept up to date.
Ensuring that PAC members are aware of all recruitment and special events relevant to their program area.
Assisting PAC members and answering inquiries with respect to participation in program reviews, new program proposals and other program-related activities.
Liaising with academic partners such as:
Ministry of Training, Colleges and Universities.
MTCU Apprenticeship Branch.
Equipment and software vendors.
Academic institutions and partners.
Co-op education and graduate employers.
Communicating with professional associations, certification bodies, and outside agencies regarding program-related issues, special projects, student and staff awards, etc.
Assisting the Associate Dean with the organization and tracking of the faculty non-teaching period activities and curriculum development plans:
Tracking the professional development plans and vacation entitlements for faculty and support staff as outlined in the Collective Agreement, to ensure all required days are accounted for and reported to Human Resources in a timely manner.
Tracking faculty and support staff professional development funding applications, conference forms and follow-up reports.
Providing orientation and assistance to new hires:
Informing of relevant College policies and procedures.
Providing necessary course, timetable and student information.
Arranging for office space, I.D. cards, keys, telephone and email account
Assisting with the electronic college academic systems such as course tools, class lists, and grading.
Assisting with the arrangement of teaching resources and equipment.
Acting on behalf of the Associate Dean to resolve routine issues that may arise.
Preparing group emails and other communication items as required.
Organizing and maintaining the Associate Dean’s calendar:
Inquiring as to the nature of requests for Associate Dean’s time and determining priorities.
Arranging student, staff and external client appointments.
Anticipating and resolving scheduling conflicts for the Associate Dean.
Attending meetings when necessary, on behalf of the Associate Dean.
Documenting student and staff concerns and issues requiring the Associate Dean’s attention and proactively assembling additional data to support the decision-making related to the issue.
Data gathering, compilation, and organization for a variety of reports including project submissions, program reviews, and new program. proposals. Independently compiling and organizing necessary data on behalf of the Associate Dean for special projects, funding proposals; researching technical periodicals, newsletters and newspapers.
Responsible for all file management within the program cluster in accordance with the requirements of government regulatory bodies, college policy and procedures, and program area practices.
The successful applicant must have:
Three (3) year diploma/degree
Minimum of five years’ experience of in a post-secondary environment or office setting.
Proven ability to initiate work and work independently.
Excellent abilities to prioritize work and multi-task.
Proven ability to work with confidential material.
Excellent interpersonal skills, tact and diplomacy; incumbent must deal with students, parents/guardians, faculty, support staff, administrators, external clients and industry, PAC members.
Excellent problem solving abilities and decision-making skills.
Computer skills including word processing, basic spreadsheet and database applications, and presentation software.
Excellent listening, verbal and written communication skills.
Ability to work in a dynamic, multi-program environment, requiring flexibility and stress-coping skills.
Demonstrated commitment and understanding of human rights, equity, diversity, and inclusion with the ability to communicate and work effectively inter-culturally with diverse groups of students, employees, and the community.
Mohawk College is an equal opportunity employer that is committed to an inclusive, barrier-free recruitment and selection process. Should you require accommodation through any stage of the recruitment process, please contact the HR Department at 905-575-2047.
Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.