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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…