Office Manager and Executive Officer

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The Office Manager & Executive Officer provides high level administrative support through coordination and prioritization of a variety of multi-faceted duties in support of the Executive Director and Vice‑Dean Education Services.

Work assignments are often complex and confidential in nature and require multi‑tasking and considerable tact in decision‑making and problem resolution.

This role works proactively and independently under general direction from the Executive Director and Vice Dean.

The Office of the Vice Dean works closely with all Faculty and University leaders, government representatives, other universities, donors, supporters, faculty, staff, students, alumni and community and hospital partners.

This role exercises substantial personal responsibility and accountability to maintain strict confidentiality and deliver results.

The position requires an individual who excels in a high performing, multi‑faceted and dynamic environment.

The incumbent must value and build strong relationships within the Faculty and University with various stakeholders that include university staff, faculty, students and leaders as well as hospital and community partners and donors.

Accountabilities

The Office Manager & Executive Officer is accountable for the confidential management of all information maintained in the Vice‑Dean's Office.

In this capacity, the incumbent operationalizes academic policies and procedures that govern faculty leadership appointments, leaves, recruitment and establishes standard operating procedures for meeting such policies.

Special Projects & Research

Act as the centralized first point of contact for FHS student appeals.

Manage and coordinates the student appeal process requiring knowledge of requirements, protocol, time limitations, and relevant policies and procedures, including supporting communications between students, programs, and the Vice‑Dean.

Participate in the development and implementation of projects, work methods and procedures.

Recommend procedural changes to improve unit efficiency.

Write a variety of documents such as procedure manuals, SOPs and reports.

Reviews and analyzes reports, briefs, and other sources of information and composes related correspondence and documents.

Ensures information is accessible to others.

Gather, summarize and analyze key information for background research for projects.

Develop recommendations based on analysis.

Establish and maintain collaborative and communicative relationships with project stakeholders.

Meetings with individual stakeholders may be required to gain support and provide updates on project activities.

Faculty Recruitment/Information Management

Supports the coordination of new faculty leadership appointments in accordance with any Collective Agreement provisions and/or University policy, ensuring coordination of the funding portion with the Associate Director of Finance.

Manages the overall leadership appointment process, with continuous monitoring of appointment end dates to prompt renewals, and/or to prepare for appointment of new leaders when current leadership tenures conclude.

Advises Department Administrators of eligible candidates and advises the Vice‑Dean of any anomalies and recommends corrective action.

Supports the Vice‑Dean in the process for each leadership appointment and reappointment, including updating s and/or Terms of Reference; preparing and posting job advertisements; accepting and managing applications; coordinating activities of selection committees and processes; coordinating offer process with the Vice‑Dean, Executive Director, and Associate Director of Finance; and supporting new faculty leader onboarding.

Works closely and confers with all Education Service units and others in the Faculty of Health Sciences as necessary, to ensure that all processes/policies regarding faculty leadership recruitment, leaves, reappointment, and career progress/merit are accurately followed.

This includes advising Department Administrators and Associate/Assistant Deans on many facets of university policy and informing them of any policy change/process and how the implementation of the changes need to be addressed.

Handles and reviews a great deal of sensitive and confidential information circulated to the Vice Dean, as the Dean's delegate, as a member of the University's senior administration; treats all personal, sensitive and confidential material with absolute discretion.

Coordination of Curriculum Approval

Supports the Vice‑Dean and others in the processes for vetting and approval of new education programs, education program changes, and Undergraduate Calendar submission for the Faculty of Health Sciences.

Serves as primary coordination role to Education curriculum committees such as Health Sciences Education Council and Faculty Executive.

Facilitates the accurate presentation and development of curriculum proposals by providing and interpreting relevant Faculty and Senate approval processes.

Responsible for liaising with University Secretary and Registrars Office regarding calendar copy.

Acts as liaison between departments, schools, programs, relevant committees, and staff to ensure Senate timelines are communicated and procedures are followed accurately.

Expedites the movement of curriculum changes through the appropriate approval levels.

Records and Information Management

Serves as the Records Information Officer for the Office of the Vice Dean and is therefore responsible for coordinating the records management related activities.

Responsible for ensuring accuracy, integrity and security of all faculty and administrative records and data collection.

Treats all personal and confidential material with absolute discretion.

Creates and maintains confidential files, remain current about established guidelines for responding to requests for information, and University procedures and practic.