Faculty Services Manager

Company : University Of Waterloo

Job Type : Full Time

Waterloo, On

Number of Applicants

:

000+

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Job Description - Faculty Services Manager

Faculty Services Manager Location Waterloo, ON : Overview: Term: 14 months The Faculty Services Manager (FSM) is responsible for ensuring the accuracy and timeliness of appointments and academic processes for the Faculty of Engineering. This position independently supports governing and administrative councils and committees, and provides support to the senior management team for data management and integration across a wide range of functional areas. The incumbent provides confidential advice and guidance consistent with policies, procedures and best practice. The Faculty Services Manager provides institutional memory and stability, keeps record of the governance and administration of the Faculty, ensuring adherence to related policies, procedures and ensuring continuity between successive administrations. As a member of the Dean of Engineering team, the FSM works collaboratively with colleagues and provides support on administrative matters as needed. This position will provide administrative support to the Dean, calendaring, communications, committee support, special events, and community engagement activities. Responsibilities: Administration of appointment procedures and academic processes
Is responsible for administering or overseeing all faculty and non-faculty appointments for the Faculty of Engineering including tenured, probationary, definite term, special lecturer, research, visiting, post-doctoral fellow and adjunct appointments; supervises appointment related paperwork (if work is done by others) and ensures accuracy and timely completion of the process
Troubleshoots questions on appointment types, and makes recommendations to senior leaders
Supports faculty recruiting efforts including managing Job Bank postings and acts as the liaison with Immigration Services on the hiring of foreign nationals
Provides initial review of submissions to the University Appointments Review Committee (UARC)
Supports the tenure and promotion process including committee membership, liaises with external examiners, prepares materials for distribution to the Faculty Tenure and Promotion Committee (FTPC) and University Tenure and Promotion Committee (UTPC), schedules meetings and records minutes
Administers process for sabbatical and other leaves of absence
Stays abreast of policies, procedures and guidelines on appointments and academic processes
Provides coaching and support to administrative staff in the academic units (8) on the interpretation of policies, and administration of academic processes
Prepares administrative appointments for senior leadership roles in the Faculty
Acts as a resource within the Faculty of Engineering on the administration of all academic matters related to appointments, tenure and promotion, sabbaticals and other leaves
Identifies opportunities to streamline existing processes; investigates and supports the transition from paper-based to electronic systems
Administrative support to governing council and administrative committees
Provides professional support and guidance to various governing bodies and administrative committees including Engineering Faculty Council (EFC), Engineering Faculty Assembly (EFA), Chairs, Directors and Associate Deans (CAD), Academic Policy Committee (APC), Engineering Planning Committee (EPC)
Prepares an annual schedule of meeting dates that align with EFC constitution and by-laws
Ensures compliance with Faculty constitution and by-laws as it relates to EFC and standing committees
Maintains the official record and electronic mailing list of EFC and standing committee membership
Acts as Secretary to the EFC Nominating Committee and supports the appointments process for EFC and standing committees
Initiates communication with departments and other Faculties to solicit members as required
Provides professional support to various ad-hoc committees including Dean's Staff Advisory Committee (DSAC), Honours and Awards Committee
Supports Chair and Director Nominating Committees and related processes
Oversees meeting logistics including room bookings, catering, etc.
Prepares agenda and related materials for distribution to committee members, manages presentation needs, and related equipment
Acts as recording secretary, distributes minutes, tracks and reports on progress of action items, and maintains the institutional record for the Faculty
Data collection, management and warehousing
In collaboration with Academic Support Units, facilitates data integration across functional areas and different platforms
As directed by the Executive Officer, implements the action plans resulting from the Faculty's data strategy
Supports senior staff on a variety of data needs including but not limited to data collection, management, warehousing
Translates results of routine data analysis into reports and presentations
Supports existing and initiates new datasets; maintains relevant data files
Identifies system deficiencies and limitations; recommends areas of enhancement; manages security permissions with Engineering Computing
Assists with various exports from the data warehouse; identifies, investigates and resolves data anomalies and discrepancies
Extracts and verifies data for membership and voter lists
Administrative support to the Faculty Committee on Student Appeals
Supports the Faculty Committee on Student Appeals (FCSA) and acts as the initial point of contact in the Office of the Dean of Engineering
Ensures that the timelines and procedures as prescribed in relevant policies is adhered to by all parties
Independently selects tribunal members; compiles and distributes case files to tribunal members
Schedules and attends preliminary meetings to assess appeals and makes appropriate arrangements for tribunals, in camera meetings
Acts as Recording Secretary and resource person at tribunals
Assists the Chair of the FCSA in the preparation of official notices to parties affected by the tribunal's decision
Prepares and provides a summary of cases annually to the University Committee on Student Appeals (UCSA)
Other administrative functions, including but not limited to:
Provides high-level administrative support to the Dean of Engineering in the absence of the Executive Assistant to the Dean. Duties include but not limited to calendaring and scheduling of meetings, preparation of and support for all print and email communications, committee support including Chair Nominating Committees, etc., special events, community engagement activities, and other special projects as assigned
Supports the activities of the Executive Officer and Faculty Administrative Officer as required
Serves as a resource for the application of policies, procedures, guidelines, and best practice for academic processes in the Faculty of Engineering
Supports time sensitive key accountabilities of several administrative roles within the Office of the Dean of Engineering as needed to ensure exceptional service to academic, administrative support units and campus partners
Administrative support to the Dean, calendaring, communications, committee support, special events, and community engagement activities
Qualifications:
Bachelor's degree in business, communications, or related field. Equivalent combination of education and experience may be considered
Minimum of 5 to 7 years of progressive responsibility in an academic setting and a solid understanding of the university's collegial and complex organizational structure
Demonstrated knowledge of university policies and procedures, governance, academic processes
Thorough understanding of relevant policies to support student appeals; must possess high degree of tact, diplomacy and discretion in guiding students through the appeal process
Experience with data management, warehousing, analysis, and preparation of reports and presentations
High level of computer literacy and willingness to learn new programs; knowledge about data analytics considered an asset
Demonstrated ability to work effectively and discreetly with confidential and sensitive information
Must possess strong client service focus and sensitivity to diversity
Exceptional organization skills with the proven ability to work on multiple projects simultaneously with competing demands and strict deadlines
Proven ability to work collaboratively with senior leadership, colleagues, students, and campus partners
Proven ability to build strong relationships and establish trust
Demonstrated aptitude for successfully working in a team-oriented environment
Demonstrated sound judgement, tact, discretion and professional integrity
Exemplary interpersonal and communication skills
Strong attention to detail, ability to work independently, take initiative and anticipate future needs and potential issues
Proven problem solving abilities, conflict management skills
Advanced knowledge of Microsoft Office including Outlook, Word, Excel and PowerPoint, WCMS required. Experience working with MS Power BI, SharePoint, mailing lists, databases desired. Experience with Concur and Workday as asset
Advanced knowledge of and experience interpreting university policies, procedures, and guidelines
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 or .