Assistant to the Associate Deans

Job Responsibility: Overview: Term: 2 years The Assistant to the Associate Deans provides administrative support and operations management to the Associate Dean of Undergraduate Studies and the Chair for the Advisory Committee on Equity, Diversity, Inclusion and Anti-racism. The position coordinates undergraduate operations and policy administration. Responsibilities: Provides comprehensive administrative support to undergraduate operations in the Faculty of Health

• Facilitates the dissemination of information to academic units and committees
• Supports the undergraduate academic and non-academic discipline process, which includes:
  • Record management: responsible for the compilation and management of case materials, including allegation and completion letters, letters of reprimand, case files, and Campus Incidence System updates
  • Investigation proceedings: attends student meetings to provide administrative support to Associate Dean during the formal inquiry process, documents the student interview proceedings, debriefs with Associate Dean, and makes recommendations on appropriate academic and non-academic penalties
  • Case completion: follows up with instructors and the Registrar's Office regarding student grades, ensures course, workshop, community service and other penalties have been completed
• Requires a thorough knowledge of privacy and confidentiality, Policy 71 - Student Discipline, Guidelines for the Assessment of Penalties, and best practices of the University
• Supports the Undergraduate Policy 72: Appeals process, which includes:
  • Interprets and applies Policy 72
  • Works with the Chair of the Student Appeals Committee to co-ordinate and expedite hearings/tribunals for student appeals
  • Record management: responsible for the compilation and management of case materials and compiling packages for the Tribunal
• Provides backup to the Administrator, Graduate Studies for activities related to Policy 70,71 and 72

Support for Associate Dean of Undergraduate Studies:

• Coordinates meetings internal to the Faculty of Health, including Undergraduate Operations Committee (UOC), Faculty Undergraduate Studies (FUGS)
• The incumbent schedules the meetings, books rooms, collects and disseminates information for the agenda, circulates relevant materials, secures meeting rooms/equipment, and co-ordinates participation of attendees
• Acts as a recording administrator for meetings related to the Undergraduate Associate Dean portfolio, then creates and distributes minutes to committee members
• Provides project support as it relates to the Associate Dean' portfolios. This includes but is not limited to supporting the development and implementation of relevant portions of the faculty strategic plan and preparing and interpreting surveys and admissions summaries
• Supports the Associate Dean of Undergraduate Studies as needed with grievances
• Manages Affiliation Agreements used by the Associate Dean of Undergraduate studies to ensure the document data is tracked in the excel document and flags those that are prepared for renewal on a termly basis

Support for the Associate Dean, Research

• Manages the Natural Sciences and Engineering Research Council (NSERC) Undergraduate Student Research Award (USRA) competition through promoting the fund, collecting and tracking applications, communicating with Undergraduate Program Managers for each unit, communicating with the Office of Research regarding NSERC USRA allocations, and then ensuring the funding is awarded
• Co-ordinates the Undergraduate Research Experiential Fund (REF) process
• Supports the communication of funding opportunities and awards to Faculty researchers on a weekly basis
• Supports other Faculty-related research activities

Support for the Dean's advisory Committee on Equity, Diversity, Inclusion (EDI) and Anti-racism:

• Provides administrative support to the Advisory Chair and committee
• Drafts agendas and meeting minutes for Chair approval and circulates them to membership
• Books meetings and coordinates guests
• Coordinates events and training sessions on behalf of the Dean's Advisory Committee on EDI and anti-racism
• Schedules and attends update meeting each term between the Advisory Chair and the Dean
• Keeps the Dean abreast of information / initiatives that impact her role; liaises when Advisory has recommendations for the Dean
• Manages committee membership from the three academic units, including faculty, staff, graduate, and undergraduate students, and on-going and invited guests Welcomes new members and acknowledges leaving members; updates membership information on all platforms including Dean's Advisory Committee on Health and Well-being web page; Microsoft Teams; and Outlook calendar group list
• Updates and stores administrative items including Terms of Reference, current membership list; tracking of membership dates and other related committee work; agendas and minutes; initiatives and events files; and Advisory Committee reports
• Updates and maintains the EDI and Anti-racism Advisory web page with any new information as needed
• Updates and maintains Equity, Diversity, Inclusion and Anti-racism communications, including the faculty website
• Works with the Advisory Chair on forecasting the budget for the next fiscal year
• Works collaboratively with the committee as a team member to plan and implement initiatives

Supports the planning, promotion, and coordination of Faculty-wide events

• Plans and executes Faculty annual events:
  • Pre-Convocation Reception
  • Recognition Reception
• Assists in the planning and implementation of additional Faculty of Health undergraduate events as necessary
• Plans and executes additional events sponsored by the Associate Dean
• Organizes event logistics: coordinates venue bookings, speakers, and vendors to ensure catering, parking and appropriate furnishings/equipment are available for the event
• Prepares facilities prior to the event and ensures facilities are returned to their normal state following the event
• Manages the creation of print and electronic promotional pieces; updates and maintains event information on the Faculty of Health website
• Designs and sends electronic invitations to graduating Faculty of Health students, staff, and faculty for events through Mailchimp
• Recruits and manages the training of event volunteers
• Contacts and engages staff, faculty, and students to attend events through physical and digital media and communications

Supports strategic communications and routine processes

• Maintains the following resources/websites on a routine basis:
  • Updates/distributes the Meeting Approval Dates spreadsheet for undergraduate calendar submissions
• Maintains web content for undergraduate studies and various events at the faculty level
• Supports the development and maintenance of manuals, reference guides, etc. for undergraduate systems
• Adapts content and migrates resource materials to an online format while ensuring compliance with Accessibility for Ontarians with Disabilities Act (AODA)
• Provides backup support for the scheduling of PhD defenses when the Administrator, Faculty Graduate Studies is away

Qualifications:

• Bachelor's degree and/or relevant experience required
• 2-3 years of related experience
• High understanding of confidentiality and the importance of data integrity
• Thorough knowledge of university policies and procedures related to academic integrity
• Experience with UW software (Waterloo Content Management System (WCMS), Campus Incident System (CIS), LEARN, and Quest) considered an asset
• Experience with planning and executing events at the faculty level
• Ability to communicate with a varied audience and build strong working relationships
• Excellent oral and written communication skills
• Demonstrated initiative
• Sound judgment, tact and diplomacy
• Able to work both collaboratively and independently with minimal supervision to undertake a wide range of administrative duties
• Proven ability to balance conflicting demands, prioritize and adhere to deadlines
• MS Word: intermediate
• Excel: intermediate to strong
• Web content management software: average, experience with SharePoint an asset

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 co-ordinated within our 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+. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. 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 at View email address on ca.edajobs.com or View phone number on ca.edajobs.com.