1. Support in Department additional support staff Chair/A.D.
Dean
Chair/A.D.
key department administrator
additional support staff
functional support, managed by others
The support in departments varies widely by Faculty, and by the size of the academic unit; even the job titles are not consistent.
Larger departments and schools typically have an “Administrative Officer” with staff to support activities such as graduate students, finances, space, and teaching
Small departments may have only 1 or 2 staff members who become “masters of everything”.
Some academic leaders (e.g. Associate Deans) have staff to whom they can delegate work, but the staff actually is formally managed by a staff administrative manager. This eliminates the need for all Academic Leaders to become HR management experts and allows them to focus on their core objectives.

2. Support at Faculty Level
Dean
Executive Officer
Faculty Financial Officer
Director of Advancement
Faculties are all very different in terms of the support provided at the Faculty level
This shows three that are common to all faculties
These people are not only there to support the Dean – they provide support directly to Chairs, Directors and Associate Deans as well
Common to all faculties

3. Faculty Financial Officer
Financial Management
Reporting, audits
Compliance, Expenses
Financial Planning
Multi-year budgets
Financial impact analysis
Fund forecasts (trusts, research)
Scholarship agreements
Note specifically assistance with impact analysis, forecasts, scholarships
Financial Training

4. Director of Advancement
Development Goals and Priorities
Fundraising and Donor Relations
Develop Terms of Reference
Relations with Donors
Campus Visits
Alumni Relations
Events

5. Executive Officer Human Resources Other Resources Policy and Legal
Staff structures, skills, recruitment
Support for faculty
Other Resources
Finances
Space
Policy and Legal
Areas of support that Executive Officer may provide
Policy guidance
Committees and Councils
External agreements
Privacy and Record Management

6. Support Provided re: Staff
Functional Direction
Goal-setting
Recruiting
Resource changes
Training
Coaching
Performance Management
Organizational Changes
Attendance
Performance Reviews
Career planning
Conflict Management
Since each department and faculty operates differently, the best way to describe the support is as a continuum.
The things on the left-hand side are typically managed in department (close to the source)
The things on the right-hand side usually require more knowledge of policy, more experience and so tend to be handled at the Faculty level by the Executive Officer
The things in the middle tend to vary, depending upon the size of the unit and the expertise of the staff. For example, a large school with it’s own Administrative Officer will probably handle the purple stuff in house, using the EO as a consultant.
Department/School staff Executive Officer

7. Support Provided re: Faculty
Appointments
Immigration
Salary Increases
Tenure and Promotion
Sabbaticals
Policy Advice
Onboarding
Service Appointments
Conflict Management
This is similar to the staff slide in terms of support provided at the department level vs. that at the Faculty level.
Department/School staff Executive Officer

8. In-house support and SMEs
Conflict Management
Human Rights
Looking at today’s agenda (and future agendas) you will see many areas that are led by your SMEs. These are just a few areas where you also have in-house support available, either through your EO or departmental staff.
FIPPA
Wellness

9. Tips for Effective use of provided support
Briefing meetings
With your EO
With your FFO, review budget and expectations
With your administrator; review Chair Timeline
Be mindful of downward communication
Consider regular meetings to touch base
Understand functional direction vs. management responsibility