Assistant to Dean's Office and Program Coordinator Adjoint; e) au doyen et coordonnateur; trice) des progra

Position: Assistant to the Dean's Office and Program Coordinator Adjoint(e) au doyen et coordonnateur(trice) des progra
Job Title:

Assistant to the Dean's Office and Program Coordinator

Competition
Number :

Service:

Canon Law

Immediate
Supervisor :

Dean of the Faculty of Canon Law

Job Type:

Permanent, full-time (Unionized)

Work
Schedule:

35 hours per week

Salary
Scale :

Level 6 ( - )

In this document, the masculine pronoun is used without discrimination and only for conciseness.

Saint Paul University (1848) is the founding college of the University of Ottawa, with which it has maintained a federated relationship since 1965. Bilingual and on a human scale, it has more than 1,000 students. It offers programs in: social communication, counselling and psychotherapy, canon law, public ethics, conflict studies, theology, human relations, transformative leadership and spirituality, and social innovation. Saint Paul University offers an environment conducive to professional growth and competitive benefits.

SUMMARY

The Assistant to the Dean's Office and Program Coordinator is a key position to support the administrative operation of the dean's office and the faculty of Canon Law, as well as to ensure effective operation and coordination of the programs and courses.

Specific Accountabilities

I
- Administrative support to the dean's office and faculty

manages all requests for meetings (received and sent) on the dean's agenda;anticipates and initiates all procedures related to schedules in professors' contracts (requests for promotion, sabbatical, etc.);works with the dean on special projects;sets the meeting schedule for faculty council; organizes, coordinates and prepares the relevant documentation for the meeting and does the minutes;plans and organizes committee meetings for the faculty: executive committee, faculty council, selection committee (full-time professors and administrative staff) and ad hoc committees;

checks that the necessary documentation for all meetings is accurate and available to committee members;prepares relevant applications for the Board of Governors and the Executive Committee and submits them to the dean;manages the teaching assistant and work-study programs so that the needs of the faculty are met;translates short documents and communications into English or French;represents the faculty on certain committees;in

collaboration with the dean, updates the faculty's manuals, including the Student Manual and Professor Manual.

Financial resource management

develops, in collaboration with the Dean, the annual budget for the faculty, including its two affiliated centres;processes invoices, ensuring payments in accordance with internal procedures established by the Dean's Office;ensures rigorous monitoring of expenditures to guarantee compliance with the approved budget;acts as an administrative and financial resource person for the dean, professors and staff;anticipates the needs of the faculty and makes the necessary purchases.

Human resources

prepares contracts for part-time professors and manages the preparation of professors' contracts in keeping with the university's regulations;prepares the teaching assistant contracts and follows up with Human Resources Services;coordinates the writing of special contracts with Human Resources Services;sees to the posting of professors' positions and administrative staff positions with Human Resources Services and does the required follow-up;creates and keeps up to date the dossiers of professors and part-time professors while maintaining complete confidentiality;creates

and keeps up to date a course evaluation dossier for each professor and for each part-time professor;ensures the logistics for hiring interviews for professors: receives applications and sends acknowledgements of receipt; prepares a dossier for each candidate for the selection committee; and follows up on the communication with the candidates;welcomes and gives information to new professors; gives them the relevant documentation;

coordinates and plans the integration process with the dean's office and the faculty and oversees the smooth running of this process.

Support to public events and projects

Supports the dean and faculty in the following activities:

planning, organizing, and coordinating special events such as public talks, events and conferences, including the Legal Education Program;maintains faculty specific database for sending invitations to public events and collaborates with the SPU media office staff in planning and organizing such events;supports events of the Faculty of Canon Law when they take place outside of regular work hours such as evenings or weekends.

II
- Coordinating and promoting programs and course offerings

In collaboration with the dean and faculty:

puts together the course schedules;maintains a database of the courses taught by each professor;coordinates the course list publication;updates the course calendar on the uo Campus platform, as required;collects and verifies that syllabi comply with faculty regulations regarding content requirements.collaborates with the director of studies and the academic…