Administrative Assistant to Chair

Position: Administrative Assistant to the Chair
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Job

Requisition  Type:

Full time Employee Group:

Staff Job Category:

Administrative Support

Employment Type:

Permanent Department:

Faculty of Engineering
- Systems Design Engineering
- Administration Hiring Range:$61,954.88 - $77,443.60

Posting Information:

This posting is for an existing vacancy.

The internal posting deadline for this position is October 8, 2026 at 11:59PM.

Job Description:

Primary Purpose The Administrative Assistant to the Chair provides executive level support to the Chair and is responsible for ensuring the smooth operation and confidentiality of the Chair’s office. In addition, the incumbent assists the Administrative Officer and manages the departmental main office including supervision of the Department Assistant.

Key Accountabilities Executive Administrative Support Provides comprehensive assistance to the Department Chair to meet goals of the Department Manages the Chair’s schedule and coordinates often unexpected changes to detailed arrangements

Keeps the Chair apprised of priorities or urgent matters requiring immediate attention and in the absence of the Chair, responds as appropriate

Handles difficult situations with discretion and maintains confidentiality including details of the Chair’s discussions and correspondence

Organizes agendas, support materials, and creates briefing notes for the Chair prior to meetings

Drafts correspondence and administrative reports, including external reports, on the behalf of the Chair. Reviews reports and documents prepared by the Chair and AO.Provides administrative support for the faculty research and teaching duties of the Chair to facilitate best time management of the Chair.

Host visitors and provide tours as needed

Faculty Relations Administration Supports the department in the recruitment, appointment, evaluation, promotion and retention of faculty

Coordinates all tasks involved in the hiring of new faculty as outline in UW Policy 76:
Faculty Appointments, including but not limited to advertising, scheduling of meetings, preparing acknowledgments, arranging candidate visits, communications with candidates, reimbursements all in closely working with the Department Advisory Committees on Appointments (DACA)
The incumbent prepares final hiring packages for the University Appointments Review Committee (UARC), liaising with the Offices of the Vice President, Academic and Provost, and Dean of Engineering Office Arranges travel and reimbursement for candidates

Prepares and arranges schedules for faculty interviews

Prepares cross appointments and adjunct professor appointments.

Independently communicates with external candidates in searches and other candidates for appointments.

Processes definite-term appointments for adjuncts confirming academic qualifications and identifying any immigration requirements. Continues to monitor all appointments on a regular basis for end dates and probationary term appointments to ensure renewals are process in a timely manner

Liaises with the university Immigration Specialist regarding immigration requirements for all faculty academic appointments

Provides an orientation to new faculty members and ensures that all support services are arranged

Prepares all departmental administrative appointments related to Associate Chairs and program Directors Coordinates tenure and…