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Department of Human Resources
Service Excellence

Secretary to the Head '7' in the Department of Electrical & Computer Engineering

Job Posting Number: 2019-FT-51
Employee Group:
Closing Date: Tuesday, December 10th, 2019 - 4:00pm

The Secretary to the Head provides secretarial and administrative support to the Department and contributes to the overall effectiveness of the Undergraduate Program and Office of the Department Head.


1. First point of contact for undergraduate students; assists in advising students of department policies and undergraduate program matters.

2. Compile various undergraduate scholarship and award applications.

3. Assists Department Head with teaching load assignments, including necessary paperwork for sessional instructors/overload appointments.

4. Assists, coordinates and contributes to the preparation and submission of PDC documentation and forms for the undergraduate and graduate programs.

5. Assists with the completion of course proofs each semester and completes changes in timetable forms when adjustments are required.

6. Processes student evaluation forms for undergraduate and graduate courses.

7. Assists faculty with RTP and Sabbatical applications, NSERC forms, grant applications, undergraduate student payroll forms. Liaises with Assistant to the Dean on RTP and sabbatical matters and coordinates and contributes to timing and documentations for various reports including: NSERC, CEAB and IQAP.

8. Maintain/update information on the departmental website, including the posting of GA and Sessional notices.

9. Responsible for reconciliation of monthly financial statements and departmental operating account and liaises with the Assistant to the Dean on financial matters.

10. Maintains the Department Head’s calendar and schedules departmental and undergraduate committee meetings.

11. Prepares and distributes all required reports, minutes, agendas and correspondence for these meetings.

12. Other duties as assigned.


The successful candidate will have:

• Diploma in Office Administration or significant experience in an administrative support capacity in an office environment

• Ability to maintain confidentiality with respect to all departmental matters

• Interpersonal skills, including the ability to liaise with staff, faculty and students and other departments/offices

• Excellent communication skills (verbal and written), including the ability to interact with a diverse student, staff and faculty population

• Ability to work independently and prioritize multiple projects, tasks and deadlines in a fast-paced administrative environment

• Ability to be well organized, accurate and conscientious

• Ability to exercise tact and diplomacy in all situations/interactions

• Ability to take initiative and problem-solve

• Familiarity with the UWinsite Student or comparable system

• Experience working with budgets and the UWinsite Finance or comparable system

• Formal minute-taking experience

• Proficiency with Microsoft Office (Word, Excel), experience using databases, and Outlook; Typing 40 NWPM

• Proficiency with PowerPoint would be an asset

• Knowledge of academic rules and regulations, Senate by-laws and University policies in relation to undergraduate students & faculty


MS Word (Basic), MS Excel (Basic); Typing

Rate of pay:
As per Schedule 'A' - Unifor 2458 FT Collective Agreement

Please forward your confidential cover letter, resume and Application for Employment, quoting the Ad reference number (2019-FT-51), no later than Tuesday, December 10th, 2019 - 4:00pm. Applicants are asked to forward their documents electronically to:

We thank all applicants in advance for their interest in the University of Windsor, however, only those under consideration will be contacted. Applications submitted through employment agencies will not be considered

The University of Windsor is a welcoming community that is committed to equity and supports diversity in its teaching, learning, and work environments.  In pursuit of the University's Employment Equity Plan, members from the designated groups (Women, Aboriginal Peoples, Visible Minorities, Persons with Disabilities, and Sexual Minorities) are encouraged to apply and to self-identify.

If you need an accommodation for any part of the application and hiring process, please notify the Employment Coordinator.  Should you require further information on accommodation, please visit the website of the Office of Human Rights, Equity & Accessibility (OHREA).

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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