The Administrative Assistant (Decanal Support Coordinator) provides a wide range of proactive and professional administrative and operational support to the Dean of Science, Associate Dean, Faculty Relations and the Director of Administration, under the direction of the HR & Operations Specialist. The role is responsible for managing the planning, organization, and implementation of the Dean’s daily and long-range calendar, including scheduling and coordinating meetings, organizing and tracking all requests for the Dean’s time, and ensuring that the Dean has all relevant information at-hand for engagements and commitments. The role also provides scheduling oversight for the Associate Dean, Faculty Relations, including scheduling and meeting logistics coordination. The Administrative Assistant acts as first point of contact for both internal and external, responding independently as appropriate, referring to another resource, or escalating to the HR & Operations Specialist as appropriate. The role prioritizes internal and external relations and communications on behalf of the Dean including drafting memos, letters, responding to phone calls, emails and other inquiries in a professional and confidential manner. The Administrative Assistant manages the day to day operational requirements of the Dean including travel arrangements and coordinating related financial processes in accordance with Western policies, procedures and timelines. The role works as a member of a team of professionals to support the Dean’s complicated priorities to achieve successful outcomes that support the advancement of the Faculty’s strategic priorities, providing guidance to other administrators across the Faculty, offering support on various procedures to ensure that the Faculty is supported most efficiently.
