Reporting to the Manager, Staffing Administration within the Faculty of Arts and Science (FAS), the Staffing Administrative Assistant is responsible for administration and interpretation of certain aspects of the Collective Agreement for regular Faculty and Adjunct staff, including workload, compensation, academic leaves, and miscellaneous grants. The Staffing Administrative Assistant works collaboratively with others and is pivotal in the provision of excellent client services, demonstrating an inclusive and client focused orientation, and taking initiative to ensure activities are done accurately and according to timelines. The Staffing Administrative Assistant ensures all related HR and academic matters are handled in compliance with the applicable employment legislation, relevant collective agreements, and university policies or procedures.
• Assist with confidential administration aspects of Term Adjunct appointments, which are predominantly governed by the Collective Agreement. This includes calculation of workload, years of experience and service, eligibility and compensation, for review by the Senior Staffing Officer as well as preparation of appointment letters for the Dean or Principal’s signature.
• Liaise and advise the Deans, Department Heads and departmental administrative staff on Faculty and Adjunct staffing issues including, but not limited to, academic leaves, University Research Grants (URG) and adjunct renewals and appointments.
• Performs data entry by processing contract/template-based hires, earnings distributions, and other job data changes for all academic and or staff appointments ensuring accuracy and completeness. Enters timekeeping information as required.
• Act as resource person to the Dean, Associate Deans and Department Heads to ensure compliance with the Collective Agreement.
• Provides strong attention to detail to prepare and ensure accuracy of data sheets, cheque requisitions and reports, with respect to monthly payroll, grants (URG’s) and liaising with Human Resources where appropriate.
• Administer and process annual academic leave applications, including determining eligibility in accordance with the Collective Agreement.
• Compile and manage information and data with regard to Adjunct appointments; create and maintain forms and spreadsheets for this purpose
• Maintains personnel files including the official file for all full-time and adjunct faculty members. Archives/disposes files under the University provision for file retention.
• Provide administrative and research support to others, primarily the Senior Staffing Officer.
• These duties may either be performed directly or delegated to the Dean’s Office Staffing Office Assistant as appropriate (as advised by the Senior Staffing Officer), with the Staffing Administrative Assistant often providing direct supervision/guidance in this regard on behalf of the Senior Staffing Officer.
• Undertake other duties, as directed, in support of the staffing function in the Dean’s Office.
• Two-year post-secondary program combined with several years of related administrative experience working in a client-focused environment.
• Intermediate level experience with Microsoft Office (Word, Excel, PowerPoint, BI, Adobe Acrobat and PCICS). Familiarity with Microsoft Access and PeopleSoft considered an asset.
• Knowledge of university structure, policy, administrative and financial systems considered an asset.
• Understanding of applicable employment legislation and methodologies. Experience with collective agreement processes beneficial.
• Consideration will be given to an equivalent combination of education and experience.
• Strong communication (verbal and written) as well as active-listening skills.
• Ability to build and foster inclusive work relationships, combined with cultural competence skills to interact with diverse individuals in different contexts.
• Sound judgement and sensitivity in dealing with confidential materials and issues.
• Familiarity with the Web and management of content will be considered an asset. Ability to learn new software packages as required.
• Ability to handle multiple tasks and tight timelines in a dynamic environment. High level of accuracy and strong attention to detail.
• Comprehensive knowledge of Collective Agreement guidelines; ability to identify problems, recommend changes, and support the implementation of modifications, as required;
• Interpretive, analytical & problem solving skills, particularly with respect to the Collective Agreement and the Human Resources database; ability to examine a number of alternative possibilities and suggest the best solution;
• Gather, compile, manage and analyze data, as required.
• Ability to promote a team environment, and work independently.
• Provide leadership and guidance to junior staff, as required.
• Computer and office skills, including use of several software programs (MS Word, Excel, BI, Adobe Acrobat and PCICS) and familiarity with database applications and database management
• Organizational skills, and time management abilities.
• Ability to adapt to and implement emerging technology.
• Prioritize own work and time, deciding most important tasks among several to ensure work is completed in a timely fashion and deadline is met.
• Coordinate/oversee staff as it relates to the Dean’s Office Staffing function. Determine where delegation of tasks is reasonable and appropriate.
• Identify when data received for input is incorrect and refer it to appropriate person for correction.
• Interpret policies and procedures and recommend changes/adjustments, as required.
• Assist in identifying required data for reporting. Recognize when data is missing and if further action is required.
• Independent resolution of problems within established guidelines, referring more complex problems to senior staff.
• Determine content and format of correspondence and reports prepared on behalf of senior administrators.
• Make recommendations regarding administrative procedures; suggest and help implement changes.