City : Oakville

Category : Full time - Permanent

Industry : Education

Employer : Sheridan College

Reporting to the Dean, Faculty of Humanities and Social Sciences (FHASS), the Assistant to the Dean performs a variety of confidential administrative functions in support of the goals and objectives of the Dean, the Faculty, as well as Sheridan-wide academic initiatives.  The Assistant supports the Dean and is accountable for the coordinated process  management and administrative leadership of a wide array of procedures, documentation and records critical to the Faculty's projects and planning initiatives, communication strategies, operations, processes and policy compliance. As a member of the management team, this position works closely alongside, and provides assistance to the Dean, Associate Deans, Managers and others on the management team and coordinates activities, projects and events of FHASS.

The Assistant is required to organize and expedite the flow of work through the Dean's office and must have a good understanding of the Faculty programs/initiatives and other divisions or departments throughout Sheridan, acting on behalf of the Dean where appropriate. The Assistant facilitates communication for the Dean's office with internal and external contacts, and is responsible for administrative support of academic processes and committees supported by the Dean (e.g. Faculty participation and connections with various college councils, and committees, initiatives relating to partnerships, joint ventures etc).

What You’ll Be Doing

• Providing confidential administrative assistance to Dean and coordinates activities flowing from the 
• Faculty; developing, implementing and monitoring effective administrative procedures to ensure the efficient operation of the Office of the Dean;
• Representing the Dean in administrative transactions and is a liaison/coordinator with internal and external stakeholders (vendors, partners of academic institutions, service providers, professional bodies/institutions and the community);
• Tracking/managing projects that have college wide, departmental impact, by preparing workplans, overseeing timelines, tracking work requirements and following up to ensure project items are completed;
• Managing the daily activities for the Office of the Dean such as: 
  • Reviewing and assessing communications (email, mail, voicemail, visitors and calls), notifying the Dean of any issues requiring action and resolving any matters on own initiative with good judgment; 
  • Preparing correspondence (letters, tables, reports, presentation materials); 
  • Scheduling appointments through the on-line calendar;
  • Managing travel arrangements for the Dean;
• Providing administrative support and related logistics, documentation, preparation and follow up for internal and external committees and meetings; may attend meetings, as requested on behalf of the Dean, to record pertinent information and provide departmental perspective on issues presented;
• Researching and compiling information on a variety of issues for Dean’s office; organizes, prepares and ensures the integrity of complex reports, grant applications, data or informational documents for planning purposes;
• Gathering, reviewing and preparing summaries for Dean, relating to information submitted through surveys, reports and other feedback;
• Ensuring and is accountable for the efficient and compliant management of Records and Information Assets in all formats, as well as the safeguarding of personal and confidential information, as per Sheridan’s Records and Information Management Policy and Procedure and legislative requirements;
• Initiating and approving expenditures within pre-set limits; arranging for special approvals when appropriate; preparing purchase requisition on behalf of Dean; ensures invoices to the Office of the Dean are processed for payment, including cost transfers;
• Performing other initiatives and activities, as required.

About You

Your collaborative spirit is balanced with your ability to take initiative and act independently to advance initiatives. 

Your creativity allows you to use your imagination to solve challenges and you invite new ways of thinking to help advance organizational goals. 

You use your interpersonal skills to build working relationships and provide excellent customer service. 

You have excellent oral and written communication skills, persuasiveness and perseverance. 

You enjoy balancing many different tasks, staying organized and planning and have the ability to integrate multiple streams of information, prioritize and track multiple projects to meet a demanding workload and keep things running smoothly. 

You have the skills and knowledge to work with an increasingly diverse student and staff population as well as a proven commitment to anti-oppression, equity, and inclusion. 

The successful candidate will also possess the following:

• 3-year diploma/degree in Business, Office Administration, or a related field
• 5 years of progressive experience providing senior level administrative support, within either a post-secondary environment (preferred) or a business environment.  (Equivalency to be considered).
• High level of proficiency with current office applications & technologies 
• Strong written communication and report writing skills
• Effective and analytical approach to problem solving
• Well-developed organizational, planning, and project administration skills
• Knowledge of project management principles is an asset

Who We Are

The Sheridan community is passionate about the transformational role we play in people’s lives. Our strategic plan, Sheridan 2027: Forging the Future (https://www.sheridancollege.ca/sheridan2027), charts a path towards a new ground-breaking model of higher education that reshapes post-secondary education and better prepares students for the future. We are committed to demonstrably advancing equity, diversity, inclusivity and decolonization. Diversity is our strength and fuels our commitment to excellence. Across our campuses, we’re making meaningful strides towards fostering an equitable and inclusive community.

The Faculty of Humanities and Social Sciences (FHASS) offers programs in Communication and Literary Studies, Humanities and Creativity, and Social and Life Sciences. Our holistic approach to education develops your knowledge, creative thinking, and confidence.

• For more information, visit: Why Work at Sheridan

Other Details

Faculty: Faculty of Humanities and Social Sciences
Primary Work/Campus Location: Trafalgar (may be assigned activities at any Sheridan campus)
Work Categorization: Hybrid | Combination of on-site (at least 3 days/week) and remote work 
Reference #: J1124-0062
Employee Group: Administrative
Payband: NI
Salary Range: $63,220 - $79,024
Application Deadline: December 5, 2024
Application Details: Resumes will be reviewed upon receipt through the active posting period.

Sheridan is deeply committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Mississaugas of the Credit First Nations, Anishinaabe Nation, Huron-Wendat and the Haudenosaunee Confederacy. Sheridan is situated on these lands, and it is our collective responsibility to honour and respect those who have gone before us, those who are here, and those who have yet to come. We are grateful for the opportunity to be working on this land.

Sheridan values the diverse and intersectional identities of its students, faculty, and staff. Sheridan regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. Sheridan seeks applicants who embrace our values of equity, anti-racism, and inclusion. As such, we encourage applications from qualified candidates who have been historically disadvantaged and marginalized, including those who identify as First Nations, Métis and/or Inuit/Inuk, Black, members of racialized communities, persons with disabilities, women and/or 2SLGBTQ+.

Sheridan is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources.

You may be asked to provide copies of your educational credentials at the time of interview. Upon hire, we require official confirmation of educational credentials and Canadian equivalency assessments, if applicable.