University of Alberta

Assistant Chair, Administration

Department of Art and Design

Competition No.  -    A110036915
Closing Date  -    Will remain open until filled.

As the Assistant Chair Administration, this position reports functionally to the Vice Dean, Faculty of Arts and operationally to the Chair of the Department of Art and Design. The Assistant Chair, Administration (ACA) leads and is accountable for establishing and managing an efficient and effective administrative support system for the teaching and research functions of the department within the framework of policies established by the Chair and the Chair's Advisory Council, and as set forth in Department Rules of Governance, and the day-to-day operations of the Department. The ACA participates in planning and decision making related to all administrative functions of the Department and may initiate, develop and/or implement strategic planning activities in collaboration and/or consultation with the Chair.

The ACA builds trust and momentum to support the common vision of success. Specific areas of accountability include departmental strategic planning, financial management, human resource management, course scheduling and calendar, space and facilities management.    

Specific responsibilities include:

  • Participates in Departmental and Faculty planning activities; monitors departmental data (course enrolment stats, numbers of majors/minors and graduate students) to maintain awareness of trends and provide information for planning purposes
  • Prepares and manages Department budgets, research and endowment funds; with the Senior Officer, Finance, develops and monitors financial systems for the Department
  • Monitors the operating budget according to Department policies (teaching, administrative and research functions); ensures funds are available for special initiatives, renovations and equipment purchases; tracks fund utilization to ensure compliance
  • Acts as the contact for Department HR issues; works with Senior Officer, HR to develop solutions
  • Provides leadership and supervision to the support staff team; manages and ensures timely support staff performance appraisals; responsible for leave administration; tracks absences and authorizes vacation schedule and other leaves
  • Chairs supports staff recruitment and selection committees in the Department; works with Faculty HR for job evaluation, recruitment, selection, appointment of personnel, professional development, performance management and termination
  • Works with Chairs to develop teaching plan (reflects projections for recruitment, sabbatical leaves, retirements, enrolment trends and curriculum changes over three years)
  • With the Chairs, creates Departmental course schedules and establishes teaching assignments; ensures scheduling changes are incorporated into the timetable and communicated to staff and students
  • Assigns office space for faculty and staff; oversees key control; with Faculty Facility Planning, plans and arranges for renovations, painting, tile replacement, signage changes and furniture replacement
  • Prepares budget proposals for capital equipment funding for submission to the Faculty Office; initiates the purchase of capital items
  • Oversees administration of the Department website; responsible for records management and retention
  • With the Chair, writes policy and initiates discussion and policy review or development on issues impacting administration; advise faculty and staff on relevant policies
  • Contributes to the development of policies and procedures and represents the interests and issues of the Department to the Faculty and central administration

As the perfect candidate, you will have a Bachelor’s degree (or higher) with proven managerial experience in leading a team, coupled with experience in financial management, human resource management, and course scheduling and calendaring. You will exercise professional judgment through well-developed skills planning, problem solving and critical thinking; have exceptional project and resource management skills; and proven leadership, communication, and team building skills.  You are expected to act with autonomy and discretion on matters within your scope of authority, exercising a high degree of initiative and judgment on a wide range of issues.

In accordance with the Administrative and Professional Officer agreement, this full time continuing position offers a comprehensive benefits package found at Faculty & Staff Benefits and an annual salary range of $71,889 - $119,809.

Review of applications will start on October 2, 2018. Only those applicants selected for interviews will be contacted.

How to Apply

Apply Online

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

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.