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Department of Human Resources
Service Excellence

Secretary to the Dean '8' - Faculty of Nursing

Job Posting Number: 2017-FT-33
Employee Group:
Closing Date: Tuesday, May 23rd, 2017 - 4:00pm


Monday to Friday 8:30am – 4:30pm


The Secretary to the Dean will provide direct administrative and secretarial assistance to the Dean and Assistant to the Dean in the Faculty of Nursing. The incumbent is a key contributor to the effective and smooth functioning of the Dean’s activities and Office of the Dean.


1. Provide administrative and secretarial support to the Dean and the Dean’s office.

2. Arranges for travel and accommodation reservations, schedules meetings, appointments, books rooms, equipment, parking, and catering as needed.

3. Maintains up-to-date files of committee meetings attended by the Dean, act as recording secretary, prepare, and distribute agendas and minutes for committees and meetings chaired by the Dean or Associate Dean.

4. Assists Dean with preparing and compiling documents for UCAPT, RTP and/or Sabbatical committees and submission of such documents to the Dean’s Office.

5. Organizes the Dean’s Honour Roll Reception and other faculty events as requested by the Dean and Assistant to the Dean.

6. Coordinates the faculty/sessional instructor recruitment and hiring processes including preparing and sending contract letters.

7. Maintains and updates faculty/staff/sessional databases and personnel files for faculty members, sessional instructors and staff.

8. Assists the Assistant to the Dean with coordination of budget/financial activities, preparation of financial reports and maintains bookkeeping and files for nursing accounts.

9. Processes, completes and submits expense reports, cheque requisitions, invoices, payroll time-sheets, etc. to finance for payment from appropriate accounts.

10. Other duties as assigned


The successful candidate will have:

• College diploma in administration or related field and/or significant experience (minimum 5 years) in an administrative support capacity as related to the duties of the position

• Experience providing administrative support in an academic environment

• Completed secondary school diploma

• Ability to prioritize, deal with high volume of requests and meet strict deadlines, both unexpected and planned

• Excellent organization, multi-tasking and problem solving skills

• High degree of accuracy and attention to detail

• Excellent interpersonal, written and verbal communication, and public relations skills

• Good listening skills

• Familiar with Financial Information System (FIS) and Student Information System (SIS), or similar programs

• Highly proficient computer skills and competency with e-mail and scheduling applications; e.g. Outlook 365, keyboarding (typing), Microsoft Excel, Word, PowerPoint, Internet. Typing 40 NWPM

• Proven willingness and aptitude for learning new software and database programs

• Quick learner who takes the initiative and anticipates the Dean’s needs

• Ability to maintain strict confidentiality, integrity, discretion and diplomacy

• Ability to maintain calm and professional attitude when dealing with various stakeholders - particularly in stressful situations

• Experience with meeting coordination – scheduling, creating agendas, taking minutes

• Ability to work independently with minimum supervision, as well as part of a team


• University degree

• Knowledge of university policies and procedures, with particular knowledge of senate bylaws and Robert Rules of Order

• Experience with financial/bookkeeping procedures – e.g. processing cheque requisitions, expense reimbursement forms, purchase requisitions, managing petty cash, etc.



MS Word (Intermediate Level), MS Excel (Basic Level); PowerPoint (Basic Level); Typing 40 (NWPM)

Rate of pay:
As per schedule 'A' - Unifor 2458 FT Collective Agreemetn

Internal Candidates Only

Bargaining unit members interested in these positions are requested to apply electronically by completing an 'Application for Transfer' form and forwarding it to: on or before Tuesday, May 23rd, 2017 - 4:00pm (the posting closing date). 

Please note: Union positions are covered by the union collective agreement, therefore, please be aware that we must allow our qualified unionized staff the first opportunity for transfer or promotion to these positions. This opportunity is not available to external applicants.

In pursuit of the University of Windsor’s Employment Equity Plan, members from the designated groups (Women, Aboriginal Peoples, Visible Minorities, Persons with Disabilities, and Members of Sexual Minorities) are encouraged to apply.  If you need an accommodation for any part of the application and hiring process, please notify the Employment Coordinator (staff positions).

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