Assistant To Associate Dean - Appendix D/Temporary Assignment (Sept. 2023 - Feb. 2024)

Status: Appendix D/Temporary Assignment: September 2023 – February 2024

Hours: Monday – Friday, 35 hours/week

Home Campus: Stoney Creek

Payband: G

Rate of Pay: $30.87

Posting Date: August 29th, 2023

Closing Date: September 5th, 2023 at 7:00 pm EST

We support and encourage the contributions of our diverse employees. We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

Assistant to Associate Dean

Under the direction of the Associate Dean, the incumbent provides leadership and administrative support for a cluster of programs, performing a wide range of functions that contribute to the success of students, faculty, support staff, and the Associate Dean. The incumbent also contributes to the effective and efficient operation of the Marshall School of Skilled Trades and Apprenticeship by providing quality customer service in keeping with the College’s strategic plan and the School’s operational plans.

Responsibilities

The duties of this position include, but are not limited to:

Planning And Coordinating Key Academic-related Activities Such As

• Assessing student academic status and making appropriate decisions regarding direct entry, out-of-sync students, prerequisite overrides, timetable conflict overrides, and special authorizations in conjunction with registration centre and program policy and practices.
• Maintaining critical information related to students’ academic progress
• Assisting faculty and staff involvement in recruitment, student awards and medals, special events, student success and orientation activities
• Trouble-shooting and resolving student academic issues related to registration, withdrawals, grades and graduation
• Reviewing, verifying, and preparing Dean’s Honours’ lists, Graduation lists, and Honours Graduate lists (both Post Secondary & Apprenticeship) for signature.
• Organizing academic dishonesty meetings, grade appeals, and student complaint meetings in accordance with College policy and procedure
• Preparing electronic and hardcopy correspondence for academic-related issues
• Organizing and attending promotion meetings, preparation of required student information, recording promotion decisions and follow-up
• Providing advice to students concerning their program of studies, changes to student information, timetable conflicts, exemptions and equivalencies, add/drops beyond normal timelines; and working with the Registrar’s department to reconcile the student’s academic record.
• Ensuring faculty and staff adherence to a wide variety of academic-related deadlines

Reviewing annual College Calendar proofs, College web information, program of studies and recruitment information by:

• Signing off on the information on behalf of the Associate Dean
• Advising the Marketing and Recruitment Department of changes/omissions/errors
• Ensuring the accuracy of program and ancillary information

Providing administrative support to Program Advisory Committee (PAC) chairperson(s) and members by:

• Assisting the Associate Dean and PAC chairperson(s) with the planning and organization of meetings
• Ensuring that PAC members are aware of all recruitment and special events relevant to their program area
• Ensuring that PAC membership information is kept up to date
• Assisting PAC members and answering inquiries with respect to participation in program reviews, new program proposals and other program-related activities
• Preparing and distributing meeting notes and agendas to PAC members

Assisting the Associate Dean with the organization and tracking of the faculty non-teaching period activities and curriculum development plans:

• Tracking the professional development plans and vacation entitlements for faculty and support staff as outlined in the Collective Agreement, to ensure all required days are accounted for and reported to Human Resources in a timely manner

Working in collaboration with the Student Success Advisors and Program Coordinators in activities such as:

• Planning processes and timelines for students selecting programming options
• Providing data and documentation for scheduling
• Providing suggestions and initiating changes to improve student-focused processes and operations within and outside the program cluster
• Tracking data and strategies for student success initiatives, retention activities and KPI improvement efforts,

Other Duties Include

• Documenting student and staff concerns and issues requiring the Associate Dean’s attention and proactively assembling additional data to support the decision-making related to the issue.
• Organizing and maintaining the Associate Dean’s calendar.
• Liaising with academic partners such as Ministry of Training, Colleges and Universities, MTCU Apprenticeship Branch, equipment and software vendors, academic institutions and partners, co-op education and graduate employers.
• Tracking faculty and support staff professional development funding applications, conference forms and follow-up reports.
• First point of external contact for program cluster. Receiving and responding to telephone, surface mail, email and other external requests for information.
• Responsible for all file management within the program cluster in accordance with the requirements of government regulatory bodies, college policy and procedures, and program area practices.
• Data gathering, compilation, and organization for a variety of reports including project submissions, program reviews, and new program proposals. Independently compiling and organizing necessary data on behalf of the Associate Dean for special projects, funding proposals; researching technical periodicals, newsletters and newspapers.
• Communicating with professional associations, certification bodies, and outside agencies regarding program-related issues, special projects, student and staff awards, etc.
• Assembling data and preparing reports on program activities and new initiatives, program proposals and reviews, and preparing submissions for various reporting requirements.
• Providing orientation and assistance to new hires.
• First point of internal contact for program cluster with service, administrative and academic areas within the college. Liaising on a variety of staff and student issues with other areas within the College.

Other duties as assigned.

Qualifications

The successful candidate will have:

• Proven ability to work with confidential material.
• Computer skills including word processing, basic spreadsheet and database applications, and presentation software.
• A minimum of three-year post-secondary education in Office Administration, Customer Service, or a related field of studies
• Excellent problem-solving abilities and decision-making skills.
• A minimum of five years of experience in a similar role, with proven ability to initiate work and work independently, prioritize work and multi-task.
• Excellent listening, verbal and written communication skills.
• Ability to work in a dynamic, multi-program environment, requiring flexibility and stress-coping skills.
• Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively with diverse groups of students, employees and the community.
• Excellent interpersonal skills, tact and diplomacy.

Mohawk College prioritizes recruiting and retaining diverse employees. With this in mind, the College is committed to fostering inclusive and barrier-free recruitment and selection processes.

Should you require accommodation through any stage of the recruitment process, please contact the Human Resources Department at (905) 575 - 2047.

Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

For more information concerning the Mohawk College strategic plan, please see: strategicplan.mohawkcollege.ca/