Assistant to Director

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Hiring Range: $61,954.88 - $77,443.60

Full time

Permanent

Faculty of Mathematics
- Cheriton School of Computer Science
- Administration

The internal posting deadline for this position is October 22, 2026 at 11:59PM.

The Assistant to the Director provides efficient and effective administrative management to the Director, and co-ordinates and directs the day-to-day operations of the Director's Office. The position autonomously manages or oversees faculty and non-faculty appointments, faculty hiring processes, tenure and promotion processes, annual reviews (merit) of faculty, sabbaticals, and other leave applications and provides independent advice and direction to all Computer Science Faculty in this regard.

In addition, the incumbent supervises the Customer Service Coordinator and the Administrative Assistant. The position supports communications from the Director's Office; as well as gathering appropriate background information to assist the Director in decision making processes. The position provides continuity through academic leadership changes.

• Provides comprehensive executive assistance to the Director and carries out all duties as assigned to meet the teaching, outreach and research goals and objectives of the School. Is required to schedule appointments, arrange meetings, draft correspondence, and prepare confidential documents on behalf of the Director.
• Liaises with faculty, staff, students, alumni, external partners and employs appropriate protocol with dignitaries and international guests.
• Acts as the gatekeeper for internal and external contacts. Exercises judgement in determining whether issues or requests for meetings are urgent in nature.
• Handles difficult situations with discretion and confidentiality, including the need for urgent meetings and dealing with distressed students.
• Maintains confidentiality concerning details of the Director's discussions and correspondence.
• Organizes agendas, support materials, and creates briefing notes for the Director prior to meetings.
• Organizes details for School Council, committees, and meetings, including but not limited to, supporting, and serving as a resource, maintaining meeting agenda and minutes, running election votes, follow-up on relevant business.
• Independently manages the Director's correspondence, when requested.
• Provides technical writing and proofreading for the Director.
• Facilitate the collection of signatures required and prepare correspondence and confidential documents for the Director's signature as required.
• Ensures the effective functioning of the Director's office through meeting management, document creation (e.g., draft correspondence, briefs, presentations, etc.), and travel arrangements.
• Compiles statistical information on behalf of the Director for use in the preparation of accreditation briefs, annual reports, planning documents, etc. The incumbent is responsible for providing secretarial and administrative support for special projects and assists in the preparation and submission of same. This position provides direction to other administrative staff contributing to the preparation of accreditation and planning documents. The Administrative Manager, Office of the Director, maintains the permanent record for the School.
• Provides assistance to the Administrative Officer as needed.

• Collects, compiles, and writes summaries of information about faculty for various reports and surveys required by internal committees and external agencies.
• Provides direction and guidance on policies and procedures related to tenure, adjunct appointments, overload, administrative appointments, leaves, retirement, etc.

• The incumbent assists in identifying candidates, assists with establishing a School Tenure and Promotion Committee.
• Coordinates tenure and promotion proceedings as outlined in UW Policy 77 - Tenure and Promotion of Faculty Members - and in guidelines established by the Dean of Mathematics…