Administrative Assistant to the Chair

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Job Requisition ID:

2026-02904

Time 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 promotion proceedings as outlined in UW Policy 77 – Tenure and Promotion of Faculty Members. The incumbent assist in identify candidates, collects all package documentation, prepares files for committee, arranges all meetings, provides assistance in preparation of briefs, reviews it for accuracy and completeness.

Coordinates merit proceedings in consultation with the Chair. Is responsible for establishing Departmental timelines for proceedings in conjunction with those set forth by the Dean of Engineering Office. Specific duties include collecting year-end reports from faculty members, compiling data related to research grants, publications, teaching and service activities from same, preparing summary forms, and arranging meetings. The incumbent is responsible for preparing spreadsheets of final merit ratings, and preparing letters of evaluation for all faculty members in the Department

Provides faculty members with information on sabbatical application deadlines; reviews and ensures Request for Leave of Absence applications are complete prior to submitting to the Chair and Dean of Engineering Office for approval

Provides advice, guidance and interpretation of policies and procedures related to tenure, adjunct appointments, overload, administrative appointments, leaves, retirement, etc.

Maintains confidential faculty files pertaining to tenure, promotion, merit and discipline cases in accordance with UW Policy and the Memorandum of Agreement

Tracks faculty administrative tasks, committee membership, etc.

Keeps the Department informed of University matters and deadlines; ensures that there is a sharing of information within and outside the Department

Maintains current membership of various committees, assists the Chair with recruitment of, and ensures voting procedures are followed. Ensures the effective and efficient operation of the department’s various committees (DACA, DTPC) and coordinates logistics as required

Department and Committee Meetings

Prepares the agenda, meeting materials, and takes the minutes of the monthly department meetings, ensuring adherence to appropriate protocols, process guidelines and standards

Plans and executes various special events for faculty and staff e.g. award dinners, department retreat, year-end party, retirement or promotion celebrations as required

Independently prepares meeting agendas based on input and submission from multiple faculty and staff and presents drafts to the Chair

Ensure technology systems logistics are prepared for meetings, including hybrid meetings, including creation of online polls for voting, and distribution of pertinent reports.

Keeps up-to-date records of the committee memberships and faculty service roles in an online database accessible to all department. Anticipates vacancies, oversees committee membership elections by accepting nominations and through the preparation and distribution of ballots (including e-surveys) and final tallying of votes with follow-up notices.

Department Records, Files, and Department Operations

Organizes and maintain Department files, including confidential files, pertaining to the Department and the Chair’s office including faculty appointments and their activities.

Maintains data and prepares statistical analysis including graphical information for the Department for use in accreditations, annual reports, on websites, and departmental planning documents.

Manages and records research proposal cover sheets.

Screens visitors and makes appointments when requested.

Receives telephone and video calls for the department.

Provides back-up to Academic Services Coordinators and other administrative staff during critical times

Human Resources

Supervises the Department Assistant; including recruitment, monitoring job performance and work flow, providing coaching and mentoring, and delivering the annual performance review

Other Departmental Support

Provides support to the Administrative Officer as required

Identifies and recommends process improvements

Manages special projects as assigned b