ADMINISTRATIVE ASSISTANT

The Administrative Assistant provides support to the Dean of Professional Studies and Graduate Studies in the management and administrative work for the Faculty of Professional Studies and the Office of Graduate Studies.

This position supports and acts as a resource for meetings, prepares documents, responds to enquiries both internally and externally, monitors and manages multiple budgets, prepares appropriate documentation for reimbursement, works closely with the Faculty Collective Agreement and the Part-Time Collective Agreement as they relate to part-time/overload hiring and contracts, accumulated course relief, faculty teaching load, sabbatical leaves, faculty annual reports, and Chairs' annual reports.

This position provides administrative support and acts as a resource for the Graduate Studies Program & Policy Committee (GSPPC) and the Graduate Studies Scholarships, Assistantships & Awards Committee (GSSAAC), and Graduate Program Co-ordinators' meetings. The duties for both Committees include managing SharePoint sites, organizing meetings, preparing meeting material and minutes, submissions to CAPP and Senate, following up and monitoring action items, and preparing committee annual reports to Senate.

Administrative support is provided to the GSSAAC on the adjudication of 31 scholarship competitions (both internal and external). This involves posting and circulating scholarship applications, soliciting supporting documentation from relevant program areas, and creating summary documentation for the Committee for each scholarship competition. This position also serves as the Scholarship Liaison Officer between the university, funding agencies, students and faculty. This involves attending the annual Tri-Council Regional Meeting and Research NS meetings (currently suspended) and coordinating with the Research Office.

This role provides administrative support to the GSPPC. This involves support for the Committee's reviews of curriculum submissions, policies and procedures that govern graduate students and graduate programs, and student appeals. Other responsibilities include responding to enquires within the university and externally, responding to enquiries from students (both current and potential} and preparing budget submissions. Regular consultation with the Graduate Admissions Officer on deferrals of admission, program extensions and leaves of absence as it relates to scholarship recipients is required.

Discretion is a vital aspect of this role, as the majority of the duties performed are of a sensitive and confidential nature. This position reports directly to the Dean.