28/01/2020

Job Title

Faculty Secretary

Job Description Summary

Canadian Institute of Technology is looking for exceptional candidates to serve as Faculty Secretary

We are seeking a detail-oriented, effective, and experienced Faculty Secretary to join our growing team. You will also participate in technical research and development to enable continuing innovation within the institution.

Job Description

RESPONSIBILITIES:

• Maintains compliance with all applicable, state and institutional laws and guidelines;
• Develops, interprets and ensures compliance with University College policy related to function;
• Responds to externally mandated local, state, and federal regulatory requirements;
• Ensures integrity, accuracy and confidentiality for all student records;

Coordinates development and enhancement of student information service support systems in coordination with faculty departments;

• Works closely with academic and administrative areas of the University College to provide support processes/functions necessary to maintain an excellent standard of services related to student record for students, faculty, staff and external clients;
• Uses ongoing process improvement methodologies to review and improve.
• Supports the faculty by typing, reviewing, and/or editing correspondence and other documents;
• Assists in preparation, copying, and collating of various class assignments, exams, articles, handbooks, correspondence, and other documents as requested;
• Provides support for various faculty projects including, but not limited to, compliance and reporting as assigned;
• Coordinates the ordering of textbooks for classes each semester;
• Makes travel reservations for faculty if required;
• Engages internal and external audiences via telephone, email, and other modes of communication;
• Performs other job-related duties as assigned also completes other tasks as requested.
• Ensures effective and efficient processes to support service and enrollment goals;

KNOWLEDGE, SKILLS AND ABILITIES:

-Professionalism,
– Knowledge of norms, rules and customs of institution,
– Ability to identify issues, formulate opinions, make conclusions and recommendations,
– Ability to work under pressure,

– Is efficient in meeting commitments, observing deadlines; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations,

-Disposition and proven work ethic to handle busy work cycles that include evenings and weekends,
-Speaks and writes clearly and effectively in English,
-Listens to others, correctly interprets messages from others and responds appropriately,
-Asks questions to clarify, and exhibits interest in having two-way communication,

-Demonstrates openness in sharing information and keeping people informed when required,

Planning & Organizing:
-Identifies priority activities and assignments; adjusts priorities as required
-Allocates appropriate amount of time and resources for completing work
-Monitors and adjusts plans and actions as necessary.

Teamwork:
– Works collaboratively with colleagues to achieve organizational goals.
– Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

MINIMUM QUALIFICATIONS:

• Academic degree /grade or equivalent from a higher education institution;
• Very good communication skills and ethical behavior;
• Proficient in Microsoft Office, Excels etc.
• Demonstrated ability to perform a variety of tasks in a fast paced, professional office environment;
• Preferred previous experience in higher education exercising academic supporting  tasks, students services, other clerical support etc.;
• English and Albanian are the working languages of the institution. Fluency in English is required for this position.
• Education and experience in Canada is an advantage to candidates;

NORMAL WORK SCHEDULE: The normal work schedule  follows student’s presence in the in institution. Monday – Saturday, 8:00 a.m.-4:30 p.m., with a lunch break from 12.00 to 12.30, however, occasional overtime (weekends and evenings) may be required.

APPLICATION DEADLINE DATE: The position is open until filled.

APPLICATION PROCESS: All Applicants are required to submit the following in PDF format at [email protected], witting on the subject their name and the position they are applying for:

• Cover letter and Curriculum Vitae
• List of at least 2 professional references (names and contact information)
• An unofficial copy of the degree/transcript is acceptable during the application process. For positions requiring a degree, the official transcripts are required upon hire.