POSITION DESCRIPTION
Faculty/Department: Faculty of Engineering, Dean of Engineering
Department ID: 2001001
Position Title: Assistant Dean
Position Type: Continuing Administrative Professional Officer (APO)
Position Number (if applicable): 4379
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Incumbent Name (if applicable): Click here to enter text.
Date of Completion: Click here to enter a date.
SIGNATURES: The signatures below indicate that all parties have read and
understand the information in this Position Description.
INCUMBENT (if applicable)
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SUPERVISOR/MANAGER
DIRECTOR/CHAIR (if applicable)
DEAN/VICE-PRESIDENT (mandatory)
POSITION DESCRIPTION|1
POSITION DESCRIPTION
PURPOSE: Give a brief summary of the position covering the main responsibilities, the
framework within which the position has to operate, and the main contribution to the
organization.
Reporting to the Dean of Engineering, the Assistant Dean (AD) is responsible for the design,
implementation, and management of efficient and effective administrative systems and structures
within the Faculty of Engineering. The AD ensures that the Faculty's operating policies and procedures
support the Faculty's mission and strategic goals and facilitate service to the Dean, Associate Deans,
Department Chairs, faculty, staff, students, and departments, units, and student organizations. Specific
accountabilities include applying strategic management and leadership practices to formulate business
process improvements and innovations which integrate financial, human, physical, and administrative
support services with evolving resource needs. Because the AD is responsible for operational and
administrative management, the Dean is able to focus on the academic mission, strategic advancement,
capital expansion, external relations and fund development priorities.
The Assistant Dean is required to act with autonomy and exercise professional judgment to achieve
desired results. Decision-making is guided by a thorough understanding of the broad strategic goals and
directions of the Faculty and University and a comprehensive knowledge of the policies, business
processes, systems, decision-making structures, and culture of the institution.
RESPONSIBILITIES: The purpose of the position can be described by identifying key
responsibility areas. Responsibilities should indicate accountabilities, the framework within
which the position operates, and the impact to the organization. A position may have 4-7 key
responsibility areas; these responsibility areas typically have 3-5 associated activities.
1. Directs Financial Management & Provision of Financial Services to Optimize Performance and
Reduce Risk
 Develops strategies and leads solutions to meet complex financial management challenges
 Manages the financial operations of extraordinary initiatives in the Dean's Office: large
interdisciplinary research programs; sale of spin-off companies (mortgages, loans, debt
obligations/ compensatory research); capital projects (construction, alteration, equipment);
over expenditure resolution and recovery; outreach programs (Discover E; SciBER MENTOR);
specialized academic and scholarship programs (MINT, Safety & Loss Management); student
project support (Engineering Student Project Funds, Engineering Undergraduate Equipment
Fund)
 Directs the budget planning process for operating and conditional funds
 Manages the Conditional Grant (Access Funds) portfolio which entails extensive expansion in
enrolment (undergraduate - traditional and co-op; graduate), staffing (academic, technical,
administrative), and capital infrastructure
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POSITION DESCRIPTION
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Administers Operating, Endowment, Donations, Research and Special Initiatives funds
Facilitates the financial reporting process and manages consolidated reporting
2. HR Administration - Provide Leadership & Direction to Human Resource Functions
 Develop, implement human resource strategies, plans, and initiatives to align human resource
programs and initiatives with the strategic objectives of the organization
 Provide leadership and consulting to managers and academic administrators in the Department
and Faculty on issues such as succession management, performance management, employee
development, employee relations, classification and compensation
 Coordinates the financial aspects of academic h an resource administration: for example,
Market Supplements, COLA & Merit Increments for Chair Positions, Externally-funded chair
programs (e.g, Industrial Research Chairs); and position control budgeting
 Represents the Dean in the resolution of all support staff human resource administration issues
including layoffs, conflict resolution, grievances, or mediation
3. Student & Program Administration
 Manages the recruitment strategy and implementation of innovative recruitment practices (e.g.,
scholarships, communication, events and programs) to meet the Faculty's enrolment expansion
targets, to attract high quality undergraduate students, and to increase participation by under
subscribed groups
 Leads the recruitment outreach programs: Discover E Science & Engineering Camp, a nationally
recognized award-winning program which conducts an extensive school science outreach
program and week-long summer day camps for students in grades 5 - 11; and the Northern
Alberta, SciBERMENTOR Program, a collaborative career-mentoring venture which matches girls
and young women with female professionals in engineering, science, and technology
 Directs the provision of leadership and support to students, student leaders and organizations,
and student projects to influence the establishment of safe, productive and appropriate
activities, assisting with conflict resolution, and advocating for changes and improvements in
service, policies, and facilities for students
 Co-coordinates two Engineering Profession orientation courses (ENGG 100, ENGG 101) and one
Engineering capstone course, (ENGG 400) to develop and improve programming, curriculum,
and course and student evaluation practices
 Coordinates the Faculty level Graduate Scholarships & Awards program administration and
selection
4. Infrastructure Management
 Directs the instructional technology operations d support for the Dean's Office, Co-op
Department, and student groups and projects to provide secure and uninterrupted computer
and network facilities and services
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POSITION DESCRIPTION
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Oversees the operation, usage, and renewal of the Faculty’s computer laboratories in the
Engineering Teaching & Learning Complex (ETLC)
Designs and develops control systems for management of access and security (keys, card access,
keypad)
Collaborates on the development of safety policies and protocols for ETLC (emergency safety,
working alone, emergency master plan)
Identifies issues and participates in corrective processes to promote a safe and effective
workplace (cleaning inspections, workstation reviews, furnishings assessments, training)
5. Executive Associate to the Dean of Engineering
 Acts as senior advisor to the Dean on financial and other administrative matters
 Prepares statistical analyses, forecasts, and pro 'des recommendations on a variety of diverse
issues
 Contributes to and support the development of plans, objectives, strategic solutions, policies
and procedures in response to complex business challenges and issues
 Leads special projects
6. Leadership & Professional Involvement
 Models effective behaviors and creates a culture of innovation to lead change and development
opportunities
 Contribute to development of Faculty and University policy and decision-making through
leadership, representative, and participatory rol s on strategic, planning, and functional
committees, task forces, and working groups (e.g., Chair Engineering APO Committee; Chair
AISSC; Member APO Panel; Chair APO Position Appeal Committee; Member AISSC Executive)
 Build productive relationships with internal and external stakeholders to promote an
environment conducive to collaborative problem-solving and decision-making
 Participate on management position selection committees at Department, Faculty, and
university levels
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POSITION DESCRIPTION
SCOPE: List specific information that illustrates what internal or external areas the position
impacts, and the diversity and complexity of the position (the context in which the position
operates). Examples would include: budget amount, staffing numbers, client groups, and
reporting structures.
Environment
The Faculty of Engineering is a professional Faculty whose programs require accreditation by a national
accreditation board. There is strong affiliation and collaboration with professional organizations (e.g.,
APEGGA), professional societies, and industry. The Dean's active involvement on external boards and
associations requires an absence from the office for meetings and travel for approximately 60 days per
year.
Administrative Structure
The Assistant Dean position is one of ten reporting to the Dean. Other positions reporting to the Dean
are the Associate Dean (Research & Planning), Associate Dean (Co-op & Undergraduate Student
Services), four Department Chairs, Assistant Dean, Academic Administration (.4 fte), Assistant Dean,
External Relations (Sess Temp APO), and Director of Facilities.
Four positions report directly to the AD: APO (Recruitment & Student Liaison Officer), Network &
Computer Lab Administrator, Administrative Assistant t the Dean (Academic & Support HR), and
Administrative Assistant (Finance). An additional 22 part time staff (Disc E Science & Engineering Camps
and SciBERMentor Email Mentoring Programs) report to the AD through the Recruitment & Student
Liaison Officer.
Complex Financial Environment
In order to achieve the Faculty’s goals, a large percentage of the Faculty’s financial resources exist
outside of the structure and consistency of the Operating budget 0 $23 M. The Conditional Grant Budget
is $10.7M and involves extensive expansion in enrolment, staffing, and capital infrastructure. Research
revenue for the Faculty is $73M, $44M of which is managed by the Dean s Office. The Endowment Funds
market value is $28.4 M Faculty, $27.5 M of which is managed by the Dean's Office. Annual endowment
Revenue is$1.4 M Faculty, $1.37 M of which is managed by the Dean's Office. The Faculty continually
seeks and attracts an increasing resource base of endowment, conditional, research and special funding
programs.
Current and future capital projects (NREF, ETLC Patio, and the Engineering Floors in NINT) are selffunded and involve a complex financial plan using funds from a variety of sources including donations,
expansion funds, provincial infrastructure grants, federal -sponsored research grants, mortgages, and
endowment revenue). Sale of spin-off companies has resulted in a variety of innovative debt-servicing
initiatives such as compensatory research, long-term support obligations, mortgages, etc.
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The Faculty has a developed and implemented a large successful fund development program in recent
years. The Development goals in the current campaign have increased exponentially over previous
campaigns; proceeds will reach approximately$70 - $100 million within the next four-year period. The
focus and importance of obtaining external funding results in the Dean's involvement in 13 major alumni
events and approximately 24 development visits across Canada and the US each year.
Research:
The Faculty supports a diverse and complex research-intensive environment with extensive and diverse
capital equipment and infrastructure requirements. In addition to the large research programs run by
individual faculty members, the Faculty operates numerous research centers, institutes, and chair
programs. Average research revenue per faculty member is over $250,000 per annum.
Human Resources
Academic Staff Members - 180 fte; Support Staff (Administrative & Technical) - 110; Research & Trust
(Research Associates, Postdoctoral Fellows, Research Engineers), - 140; Sponsored Chairs &
Professorships (e.g., Industrial Research, Canada Research, iCORE, Endowed) - 34.
Student Administration & Recruitment
Undergraduate Student Enrolment: 3200 (Third largest on campus); Graduate Student Enrolment: 1030
(Largest on campus); Minimum Admission Average: 80%. The Co-op Program solicits and coordinates
1250 four- and eight-month placements annually. The Faculty administers approximately $1 M in
scholarships annually. Outreach Initiatives: Discover E Science & Engineering Camps and Workshops
(Annual revenue $250,000, Registration of 1100 campers in five cities, 7000 workshop registrants);
Northern Alberta SciBERMENTOR Email Mentoring Program for Girls (>150 matched mentoring
partnerships between girls and women in science, engineering, technology).
Infrastructure
The Faculty is undertaking major capital expansion; the value of capital projects between 2002-2006 is
$165 million (includes the design and construction of four new buildings as well as numerous other
construction, deconstruction, and renovation projects). Once the new buildings are completed, the
Faculty will proceed with space design and major renovations of existing buildings. The nature of the
program and the discipline require specialized facilities for teaching & research ranging from nano
fabrication to structural engineering testing and a complex IT environment.
Partnerships & Projects
Engineering is an applied science which results in the creation and sale of spin-off companies, and
partnerships with industry, government & government agencies. Professional development
opportunities for students include seven large-budget and high-profile design and build projects which
involve participation in and travel to national and international competitions: (Future Truck, Formulae
SAE Race Car, Autonomous Robotic Vehicle, Great Northern Concrete Toboggan, clean Snowmobile, and
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POSITION DESCRIPTION
Solar Vehicle). An active student governance model includes 10 club and groups and four student
chapters of professional associations.
Growth & Change (5 year period 1998- 2004) I
At current enrolment levels, the Faculty of Engineering in the top five per cent of over 400 engineering
schools in North America and is presently undergoing an aggressive expansion in Undergraduate, and
graduate enrolment, hiring, fund development, and capital construction. Undergraduate enrolment
expansion: 32%; Graduate enrolment expansion: 107%; Faculty appointments: 150; Research revenue
increase: 350%.
KNOWLEDGE, SKILLS AND ABILITIES: Provide a list of the most important knowledge,
skills and abilities including knowledge about practical procedures, specialized techniques,
analytical and conceptual skills, and abilities and skills needed for interaction with others.
Specify the level (or type) of post-secondary education that is required.
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Postsecondary degree
Significant related senior management experience with specific knowledge and experience in
financial management, human resource administration, student/program administration,
information technology and project management
Business, strategic and operational planning experience
Experience working in a complex work environment dealing with a number of varied issues
concurrently
Demonstrated management ability in leading initiatives, managing change and transition, and
achieving positive results
Strategic and innovative thinker with the ability to provide an integrated approach to achieve
goals
Creative problem solver with highly-developed analytical and decision making skills, sound
judgment, strong research and project management skills
Exceptional consultation, diplomacy and communication skills to manage issues and develop
and maintain positive working relationships with a wide range of staff, partners, stakeholders
and colleagues
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POSITION DESCRIPTION
ORGANIZATION CHART: An organization chart must be included, indicating supervisor,
peers and other positions in the area/unit. A position evaluation can not be completed without
a current organization chart included. You may include this as a separate attachment or file
may be pasted/ embedded below.
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