ࡱ> { wHbjbjzz L<?|888, c*(4<HZc\c\c\c\c\c\c$]ficD44DDc4c(#(#(#DZc(#DZc(#(#NJX]`O}A :Z0Fcc0cjZ$i8i`]]i]>N,(#z$cc!fcDDDDi8 X: SIMON FRASER UNIVERSITY & C.U.P.E., LOCAL 3338 WEIGHTED JOB QUESTIONNAIRE (WJQ) CUSTOM PART 1: JOB DESCRIPTION 1. POSITION IDENTIFICATIONFOR USE BY HUMAN RESOURCESDepartment Name:Classification & Grade Approved:Position Number(s):Secretary, grade 8Current Position Classification:Secretary, grade 8Department Position Title:Secretary to the DeanEffective Date:June 2012Evaluating Supervisors Title:Approved by:Human ResourcesDate Completed:Next Review:June 2013Part 1 is being completed by: FORMCHECKBOX Employee FORMCHECKBOX Evaluating Supervisor 2. POSITION SUMMARY A summary of the major functions of the position in three or four sentences. As Secretary to the Dean, the incumbent screens incoming calls to the Dean, schedules appointments and maintains the Deans calendar; responds to requests for information and handles routine and general problems; assists the Dean with the preparation of reports and correspondence; types letters, reports, research papers, and general and confidential correspondence, designs and develops presentations; creates, reviews, archives and maintains electronic and paper based files and records; provides secretarial and administrative support to Faculty Committees; provides clerical support for the management and administration of Faculty budgets, programs and services; coordinates faculty appointments, renewals, tenure and promotion, leaves, and salary reviews; arranges travel; provides a range of secretarial and clerical support services for events, workshops, seminars, and special events; and prepares grant applications. 3. MAJOR FUNCTIONS List the duties and responsibilities of the position in order of frequency (i.e., (D) Daily; (W) Weekly; (M) Monthly; (S) Semester) Responds to requests for information on behalf of the Dean by screening all incoming calls to the Dean, determining the nature of requests, responding directly, making referrals, scheduling appointments for the Dean and Associate Dean and senior administrative staff, maintaining the Deans calendar, providing forms and documents, checking information in the university information system and department databases, records and files, composing and drafting correspondence, and liaising with faculty, administrators, students, and staff to respond in a prompt and professional manner and ensure the Deans time is managed effectively. (D) Assists the Dean with the preparation of reports and correspondence by conducting background research, gathering and summarizing information, drafting agendas, coordinating materials and documents, liaising with Faculty administrative managers, and senior faculty administrators, etc., to ensure materials and resources are available for meetings, conferences, presentations, and other events. (D) Types letters, reports, research papers, and general and confidential correspondence, designs and develops presentations using application software, and maintains accurate database and spreadsheet records by using word processing and standard office applications proofreading and editing material and ensuring that format, layout and data entry procedures are followed consistent with publication and conference guidelines and office procedures. (D) Creates, reviews, archives and maintains electronic and paper based files and records for the Deans office by following record management standards to ensure information is readily available. (D) Responds to requests for information and routine and general problems received in the Deans Office by determining the nature of requests or problems, responding directly with information regarding academic and administrative policies and procedures, conducting preliminary research and gathering and reviewing information, and referring complex enquiries or problems to appropriate individuals in the Deans office, in the Faculty or in the University to ensure issues are resolved in a timely manner. (D) Provides secretarial and administrative support to Faculty Committees by coordinating meetings and arranging appointments, drafting and circulating agendas and materials, booking rooms and organizing meeting resources, taking, transcribing and distributing minutes of meetings, initiating follow-up arising from meetings, and coordinating, processing and disseminating Committee decisions to appropriate parties. (W) Provides clerical support for the management and administration of Faculty budgets, programs and services by processing a variety of forms and documents that involves monitoring receipt, checking completeness and accuracy, providing verification, initiating follow-up, routing materials, clarifying procedures, posting updates to records, and printing information from the university information system and databases to expedite the timely receipting, recording, dissemination and provision of services for others. (W) Coordinates faculty appointments, renewals, tenure and promotion, leaves, and salary reviews for the Faculty by reviewing documentation and processes to University academic policies and procedures, establishing confidential files, requesting, disseminating and forwarding confidential materials, liaising with personnel in the office of the Vice-President, Academic, Schools and/or Departments, and preparing and distributing reports and correspondence etc. to ensure academic appointments are concluded in accordance with University policies. (M) Arranges travel by researching and booking transportation and hotel accommodations, arranging travel visas, passports, and immunizations, preparing detailed meeting schedules, and processing travel expense claim statements to ensure the Deans time is managed effectively. (M) Provides a range of secretarial and clerical support services for events, workshops, seminars, and special events, etc. by liaising with internal and external personnel to gather information, reviewing and tabulating expenses, preparing schedules and itineraries, booking venues and arranging resources, and preparing and distributing materials, etc. to support the activities of the Faculty. (M) Prepares grant applications by reviewing application requirements, coordinating the receipt of information and documentation, and word processing applications and obtaining signatures prior to submitting applications to granting agencies. (S) 4. MINOR FUNCTIONS List duties and responsibilities that occur annually and periodically throughout the year.Purges and archives records to provide assistance with general office administration. Maintains e-mail and membership lists and databases and prepares materials for printing and distribution. Assigns and/or checks the work of staff. Provides secretarial support for Faculty elections by preparing announcements and disseminating and collecting ballots. Posts updates to the Faculty web site. Performs other duties and responsibilities consistent with the job description and classification on request. 5. LEVEL OF INDEPENDENCE Check one box that best describes the level of independence that can be exercised within the position by a fully trained employee. FORMCHECKBOX Work is provided with specific instructions describing how and when it should be completed. FORMCHECKBOX Work is provided with general instructions. The employee makes choices about how the work will be completed within deadlines. FORMCHECKBOX Work is self-directed by the employee. The employee determines what work needs to be completed and when it should be completed to meet deadlines. FORMCHECKBOX Work is assigned on a project-by-project basis in the form of broad objectives. The employee evaluates what work needs to be completed within general time frames. Provide examples of project work: 6. TRAINING EXERCISED If the position provides training, check each description that applies. FORMCHECKBOX Not required to provide training to other individuals. FORMCHECKBOX Explains how work is performed in his/her own position to individuals in other positions performing the same or similar work (includes training replacement employees). FORMCHECKBOX Provides one-on-one specialized training to other individuals. Considered a specialist in a particular area or field of study. Positions at this level may be designated as the resident department expert. FORMCHECKBOX Provides one-on-one training to individuals in other positions. Must have a good understanding of the work of the other positions. Positions at this level may be designated as group leaders or work leaders. FORMCHECKBOX Conducts training seminars for groups. Training seminars are normally scheduled and follow a prescribed format. May also develop or assist in the development of training seminars. 7.DIRECTION EXERCISED Check each description that applies. FORMCHECKBOX Not required to provide direction to other individuals. FORMCHECKBOX Assigns and/or checks work of other individuals. FORMCHECKBOX Schedules, assigns, and checks work of other individuals. FORMCHECKBOX In addition to C, establishes work priorities for a unit. FORMCHECKBOX In addition to C and D, guides project teams. 8.INTERNAL AND EXTERNAL CONTACTS List internal and external contacts (i.e., specific positions within own department, other departments, students, faculty, on/off campus vendors, etc.), the duration of each contact (i.e. less than 1 hour at a time, 1-2 hours at a time, more than 2 hours at a time), and the frequency of each contact (i.e. occasional, frequent, or continuous).Type of ContactDurationFrequencyDean< 1 hourfrequentAssociate Dean< 1 hourfrequentSchool/Department Directors/Chairs< 1 hourfrequentFaculty members< 1 hourfrequentDirector/Chair Secretaries< 1 hourfrequentOffices of the President and Vice-Presidents< 1 houroccasionalFaculty Deans, administrative and secretarial staff< 1 houroccasionalOffices of Research Services and University Industry Liaison < 1 houroccasionalRegistrars Office< 1 houroccasionalCeremonies & Events < 1 houroccasionalUniversity Advancement< 1 houroccasionalFinancial Services (Payment Services, Payroll)< 1 houroccasionalFinancial Aid & Awards< 1 houroccasionalCo-operative Education< 1 houroccasionalFaculty Association< 1 houroccasionalStudents< 1 houroccasionalContacts in other universities, government agencies, and granting agencies< 1 houroccasional 9.IMPACT OF ERRORS Common Errors: Provide a few examples of the most common errors which normally occur in the performance of the work. Errors in the preparation, collection, dissemination, and review of materials and documents. Uncommon Errors: Provide a few examples of most uncommon errors which infrequently occur in the performance of the work.Errors in the assessment of the urgency of an issue or inappropriate prioritization of matters to be referred. Errors in research sources Ineffective scheduling of the supervisors time or errors related to booking meetings and events. 10.EFFORT Describe concentrated periods of auditory (hearing/listening); visual (seeing); perceptual (understanding / comprehending); and physical dexterity (finger/hand movements, eye/hand coordination, lifting, carrying, pushing, pulling, reaching etc.). For each example of effort, indicate the concentrated duration (less than 1 hour at a time, 1-2 hours at a time, more than 2 hours at a time) and frequency (occasional, frequent, continuous).Type of EffortDurationFrequencyAuditory12 hoursOccasionalVisual12 hoursFrequentPerceptual1-2 hoursFrequentPhysical Dexterity12 hoursFrequentNon-confined sitting1-2 hoursFrequentStanding/walking/reaching (filing, photocopying, delivering materials)< 1 hourOccasional 11. WORKING CONDITIONSDescribe the place(s) where work is performed such as office environment, laboratory, outside work site, etc. Also identify the number of hours (of the total hours worked per week) spent in the place(s).LocationHours spent as a total of hours worked per weekGeneral Office35/35 hoursDescribe any uncomfortable and/or distracting conditions in the work place(s) which an incumbent is exposed to on a regular basis and the frequency of the exposure. (e.g. interruptions, distracting noise, unpleasant odours, dust, drafts, inks, dyes, cleaning agents, toner for printers, temperature extremes, heavy dust conditions, wetness, fumes, vibrations, etc.)Uncomfortable ConditionsFrequency of Exposure (Occasional, Frequent, or Continuous)InterruptionsFrequentDescribe any potential health or safety hazards etc. and the frequency of exposure of each hazard. (e.g. dealing with complaints and/or verbal/physical abuse; noise levels that interfere with normal speech/hearing; toxic gases or materials; dangerous chemicals, combustibles, radioactive material; repetitive arm, finger, wrist movements or other activities that may result in a physical injury; high speed, pressurized equipment; high voltage; heights above five feet; bio-hazardous wastes, body fluids, etc.)Potential Health or Safety HazardsFrequency of Exposure (Occasional, Frequent, or Continuous)Repetitive arm, finger, wrist movements (keyboarding)FrequentDealing with complaintsOccasional 12. CONTINUING EDUCATION Check each description that applies. FORMCHECKBOX Does not require any continuing education. FORMCHECKBOX Requires learning new university/department related procedures and/or methods. FORMCHECKBOX Requires learning new procedures and/or methods acquired through reading non-university/department publications. FORMCHECKBOX In addition to B and C, requires registration in formal seminars, training sessions, workshops, conferences, etc. FORMCHECKBOX In addition to B, C, and D, requires registration in post-secondary courses (one semester/equivalent). 13. QUALIFICATIONS Minimum required to satisfactorily perform the work.Formal education qualifications: identify the highest level of formal schooling required.High school graduation and one year of post-secondary education or formal program equivalent including training in word processing, database, spreadsheet, and presentation applications; bookkeeping; and secretarial practices.In addition to formal education, identify the certification or program of study required.NoneIn addition to the above qualifications, the number of years of minimum experience are:5YearsCheck one: FORMCHECKBOX An equivalent combination of formal education, certificate/program of study ad experience is acceptable. FORMCHECKBOX An equivalent combination of education, certificate/program of study and experience is not acceptable because: (please explain)Occupational Skills: Identify skills specifically required to perform the work of the position.70 wpm keyboarding skill with high degree of accuracy Ability to use word processing, database, spreadsheet, presentation, web and communication applications (e.g., Word, Access, Excel, PowerPoint, Explorer, Eudora/Outlook, Calendaring) at an advanced level Ability to use enterprise level information systems (e.g., PeopleSoft, SAP or equivalent) at an intermediate level Excellent knowledge of standard office practices, methods, and equipment Excellent knowledge of grammar, punctuation, spelling, and composition Excellent oral, written and interpersonal communications skills Excellent organizational, analytical, and problem-solving skills Ability to compose correspondence Ability to take and transcribe meeting minutes with accuracy Ability to exercise mature judgement and initiative Ability to exercise tact and discretion when handling sensitive and confidential information Ability to work independently and meet deadlines Ability to perform arithmetic calculations with a high degree of accuracy Ability to provide instructions and direction to othersOccupational Requirement(s): Identify non-skill requirements to perform the work such as ability to work shifts and/or be on-call; ability to travel periodically outside the lower mainland; have a valid driver's license; ability to lift, move or carry equipment or materials over 10 kg; etc.None EMBED Word.Document.8 \s      Pre-Classified Sample Job Description Reformatted February 2007Page  PAGE 1 of  NUMPAGES 7 %)W\]_op{fQ<-hxRhICJOJQJ^J(hHUhI5B* CJOJQJ^Jph(hHUhMY5B* CJOJQJ^Jph(hhI5B* CJOJQJaJph$hhu#5B* OJQJaJph$hh-5B* OJQJaJph$hh=5B* OJQJaJph$hhQ5B* OJQJaJph$hhr5B* OJQJaJph$hh )75B* OJQJaJph$hhM5B* OJQJaJph/Wop$  xx$Ifa$gd#   xx$Ifgd# $<<a$gdL] $$<<a$gd P-wffUH xx$Ifgd#   xx$Ifgd#   xx$IfgdMYkd$$IfP4 Ft', ``'    4 Paf4p , - ? @ A 񷢓sdUE6hxRhsCJOJQJ^Jh}hT5>*CJOJQJhHUhTCJOJQJ^JhHUhYsCJOJQJ^J"hHUhT5>*CJOJQJ^Jh}hT5CJOJQJhxRhTCJOJQJ^J(hHUhT5B* CJOJQJ^Jph(hHUhMY5B* CJOJQJ^Jph(hHUhI5B* CJOJQJ^JphhHUhI5CJOJQJ^Jh}hI5CJOJQJ'kd$$IfP4 r t' F  , `2'4 Paf4p2$  xx$Ifa$gd{ - @ A B C D E F a w x y FfFf1$xx$Ifa$gdr; xx$Ifgd#   xx$Ifgd#   xx$IfgdMYA B C D F ` a v w x y ϺݥqeVϺݥCq%hHUhTB* CJOJQJ^JphhHUhTCJOJQJ^JhmCJOJQJ^J+hHUhT5>*B* CJOJQJ^JphhxRhTCJOJQJ^JhxRh#$CJOJQJ^J(hHUhT5B* CJOJQJ^Jph(hHUhMY5B* CJOJQJ^Jphh}hT5CJOJQJ"hHUhT5>*CJOJQJ^JhHUhT5CJOJQJ^J   Ff# xx$IfgdmFfc  xx$Ifgd#   xx$IfgdMYFf xx$Ifgd#   Կ{fZN?hHUhF%uCJOJQJ^JhmCJOJQJ^Jh'CJOJQJ^J(hHUhi75B* CJOJQJ^Jph"hHUhF%u5>*CJOJQJ^Jh}hF%u5CJOJQJhxRhF%uCJOJQJ^J(hHUhF%u5B* CJOJQJ^Jph(hHUhMY5B* CJOJQJ^Jphh}hT5CJOJQJhHUhTCJOJQJ^JhHUhqCJOJQJ^J 2 ; < = > ? @ A B T j k l m n o p q r s t FfFf{ xx$Ifgd#   xx$Ifgd# x$Ifgd&  x$Ifgd& ! / 0 1 2 ; < = ? 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