Senior Advisor to the Dean

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Position Summary:

The Senior Advisor to the Dean plays a critical role in the Dean’s Office and the advancement of the Faculty’s priorities. Provides high-level advice to the Dean, which includes substantial executive support in the preparation of project reports, briefing notes, and presentations. Plays an important role in strategic priorities by managing and or following up on various initiatives and projects to advance the Faculty’s mission.

Main responsibilities:

• Provides strategic support and acts as senior advisor to the Dean, Associate Deans and Chairs. Provides informed opinions in the planning and development of strategic direction of the Faculty and implementation of various policies, procedures (Faculty Emergency Plan) and initiatives, including academic programs portfolio.

• Advises the Dean on complex issues which may have an impact on the Faculty or the University and or the resolution of non-routine problems and or matters as needed.

• Works with the Dean, Associate Deans and senior leadership team to establish priorities pertaining to the Faculty’s overall strategic planning in relation to capital projects.

• Reviews proposals from various areas of the Faculty, prioritizes, and advises the Dean with regards to the next steps.

• Initiates, writes and edits briefing notes, correspondence), reports, proposals, requests on behalf of the Dean, and provides background information to facilitate the Dean’s decisions and actions. 

• Works jointly with the Dean and the Faculty’s Senior leadership team to produce agreements for the Provost’s Office.  Compiles statistics and background data.

• As a key member of Dean’s Administrative Group, identifies, reviews, sets priorities and brings matters forward to the group (Chairs, Associate Deans) for discussion and approval.

• Manages activities in the Dean’s Office and the reporting areas including Marketing and Communications, building/infrastructure, and project administration. 

• Supervises Managers and support staff and makes hiring decisions. 

• Oversees the Dean’s Office budget. Approves expenditures.  Monitors unit’s accounts to ensure adherence to budget and compliance with financial policies. 

• Oversees planning of high-profile events organized by, or in conjunction with, staff in the Dean’s Office. 

• Acts as the Faculty’s primary liaison with the Academic Personnel Office. Provides leadership and professional expertise to Administrative Managers and department Chairs on interpretation and application of human resources policies applicable to tenure-track staff and non-tenured Contract Academic Staff (e.g. recruitment permits, hiring of new academic staff, promotion and tenure dossiers, sabbatical, maternity and other leaves, compensation and benefits, immigration, relocation of new hires, changes in working conditions, etc.).

• Collaborates with Faculty’s Human Resources Advisor on handling of some complex cases. 

• Acts as a back-up in Workday to the Faculty’s Human Resources Advisor.

• Manages the Faculty’s Academic merit process.  Compiles submissions from Chairs and Directors, prepares statistical information, balances allocations, ensuring fair distribution in compliance with Provost’s guidelines, and presents documents for Dean’s decisions and approval.  

• Approves processes in Workday for several academic groups and manages all documentation, databases, and recordkeeping related to the Faculty’s academic personnel.   Manages collection of Annual Report submissions from all Faculty units.

• Acts as a Senior Advisor when travelling with the Dean and or attending conferences or participating to meetings with external stakeholders or partners.

Qualifying Skills and Experience:

• Five (5) to seven 7 years of significant experience at the senior level, preferably in a university setting.

• Managerial and professional experience in support of a complex executive environment. Experience in project management and senior communication.

• Demonstrated experience leading academic dossier