ART Dean Of Arts
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This position is a part of the Non-Academic Staff Association (NASA).
This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits.
Location - Work primarily takes place at North Campus Edmonton.
Working for the University of Alberta
The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.
The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.
Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.
Working for the Department/Faculty
The Faculty of Arts at the University of Alberta is a diverse, inclusive Faculty—a place for any individual to thrive or idea to be explored within the social sciences, humanities, and fine arts disciplines. Whether through skilled artistic expression, breakthrough research, strong community partnerships, or a passionate dedication to teaching and learning, Arts faculty, staff, and students act as a catalyst for societal change. For more information visit: https://www.ualberta.ca/arts.
Position
Reporting to the Operations Manager, this position is responsible for providing program specific support, primarily for Human Resources, Faculty Evaluation Committee (FEC) and Finance related activities. This position has primary responsibility for supporting the Faculty and Academic Teaching Staff evaluation processes. This is an ideal role for someone pursuing a designation in Human Resources.
In all facets of this role, this position endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity.
This position understands, fulfills, and promotes the health, safety and environment responsibilities identified in university policy.
Duties
FEC & ATSEC Administration (60%)
- Supports the administrative function of FEC and ATSEC under the supervision of the Operations Manager and in collaboration with the Dean, Vice Dean, Department Chairs and Executive/Administrative Assistants to ensure the timeliness of documentation, meetings, etc.
- Prepares yearly timelines, FEC Guidelines and other policy/documentation and ensures that all FEC deadlines are met. The dates must be coordinated around required deadlines under the Faculty Agreement regarding notification to staff, appeals, etc. and to allow central deadlines to be met.
- Advises Department Chairs and Department Executive/Administrative Assistants regarding FEC/ATSEC processes, deadlines, documentation and materials required for tenure, promotion, sabbaticals and annual report and increment recommendations.
- Provides training sessions for new unit staff members.
- Supports FAR operations & administration.
- Supports FEC/ATSEC material preparation, ensures accuracy, compliance and completeness of all material submitted by Departments.
- Supports preparation of USRI summaries, & departmental averages.
- Compiles all material for FEC/ATSEC meetings and distributes to FEC/ATSEC members.
- Prepares all documentation and/or correspondence regarding FEC/ATSEC decisions related to tenure, promotion, increment recommendation and sabbaticals. Assists the Chair of FEC in preparation for the appeals process.
- Responds to Faculty, FSO, ATS staff inquiries of FEC/ATSEC processes.
- Maintains Faculty of Arts ATSEC guidelines and standards documents.
- Attends all FEC and ATSEC deliberation meetings; records decision-making on incrementation.
HR and Financial Process Coordination/Initiation (30%)
- Prepares and responds to general correspondence/email for the faculty office regarding HR/Finance inquiries in collaboration with the HR/Finance partners. Ensures queries are directed appropriately and followed through.
- Initiates transactions in conjunction with associated HR/Finance partners and the Staff Service Centre on behalf of the Dean’s office, Undergraduate Student Services, Arts Research Centre, Arts Collaboration Enterprise.
- Processes all appointment, re-appointment and pay action forms for all academic and nonacademic staff as directed for the Dean’s office, Undergraduate Student Services, Arts Research Centre, Art Collaboration Enterprise.
- Initiates appointment letter process and identifies supporting documentation for all academic and non-academic staff. This includes ensuring salary is reflective of the appropriate scales, contract letters are complete with authorizations and signatures, immigration documentation is submitted and active, and that all person and position data is reflective of hire (SIN, ID, job code, other workforce attributes).
- Identifies, troubleshoots, and resolves transactional issues in collaboration with Faculty HR and Finance Partners.
- Monitors the input of employee leave records, calculates leave balances and audits usage reports for non-academic staff.
- Runs reports and provides supervisors with annual performance and probationary review documentation.
- Provide transactional work back up for Departments as needed in a variety of roles, such as research coordinator or EA/AA.
- Responsible for the HR/Finance area of the Faculty of Arts Intranet (posts and ensures materials are updated).
- Initiates purchase requisitions, purchase orders and invoices through SupplyNet. Initiates vendor payments.
- Initiates travel and expense claims for leadership when required. Assists with the administration of petty cash.
- Prepares required Accounts Payable journal entries for overdrawn research grants after conferring with Principal Investigators.
- May be deployed to provide this support on an ad hoc basis throughout the Faculty to address staff vacancies
Operational Support (10%)
- Screens, directs, and processes phone, electronic and in person queries.
- Performs word processing and data entry for the area.
- Creates and maintains spreadsheets and/or databases. Prepares standard and ad-hoc reports for the area.
- Designs and develops customized reports for specific needs.
- Maintains area records. Establishes, maintains or updates files.
- Other duties as assigned, including supply ordering or facilities requests.
Minimum Qualifications
- Diploma (Preferably a diploma in business administration, accounting or human resources).
- 2-3 years of progressively responsible operational support experience, preferably in a postsecondary setting.
- Excellent computer skills including proficiency in use of database, spreadsheet and word processing software.
- Demonstrated ability to develop and maintain positive, professional, collaborative working relationships with all stakeholders at all organizational levels.
- Demonstrated ongoing excellent communication with all stakeholders from a wide variety of cultural backgrounds.
- Demonstrated ability to work independently and collaboratively.
- Demonstrated ability to manage time and workload effectively and meet deadlines.
- Demonstrated ability to apply and adhere to strict confidentiality guidelines, FOIPP, records management protocols, and all relevant university policies.
Preferred Qualifications
- Relevant bachelor degree (Bcom preferred).
- Demonstrated proficiency with, PeopleSoft HCM, Financials, Campus Solutions, SupplyNET., MS Office particularly Excel, and Google applications would be considered an asset.
- Demonstrated ability to work with large unionized public sector and/or post-secondary academic organizations.
How to Apply
Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.
