Executive Administrative Assistant Needed Immediately

2 weeks ago

Saskatchewan, Canada University of Regina Full time

Executive Assistant
Posting Summary Competition Number 20240130A/S Position Title Executive Assistant Faculty/Department Faculty of Kinesiology and Health Studies Unit KHS-Dean's Office Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family N/A Category Staff Number of Vacancies 1 Position Summary The Executive Assistant provides administrative support to the Dean and the Dean’s Office (Executive Leadership Team – ELT ) with a general emphasis on tasks and responsibilities that impact the strategic direction of the Faculty while assisting the ELT in coordination of Faculty activities and goals.
Academic Misconduct Investigation Support
n, top average, average of the averages) to the Dean for inclusion in Dean’s Report
• Coordinates recognition events related to honour list students and academic award (Dean’s Award, etc.) and scholarship award winners
Performance Review
• Coordinates all performance review in the faculty (Faculty, APT , CUPE 5791, CUPE Post-Doc, OOS ); Works with each of the OOS Heads (Executive Leadership Team) to facilitate necessary performance reviews
Provides support for donor related activities flowing out of the Dean’s office, including events; Follows existing Faculty policy for sponsorships.
• Maintains inventory of gift items for Faculty (ordering, inventory, distribution)
• Sends communication prepared by the Dean or FAC to graduates and alumni electronically or otherwise.
• Coordinates thank-you notes and holiday notes for Dean’s signature
• Maintains oversight for Faculty digital drives
• Graduate Studies & Research
• Provides administrative support for student admission files. Submits graduate admission recommendation files to FGSR for approval.
• Coordinates and centralizes honours student, graduate student funding, and work information. Prepares financial offers for graduate students.
• Facilitates the workflow for all work-related appointments of graduate students (including RA and TA appointments).
• Coordinates tracking of graduate and honour students’ progress
• Maintains a current list of all graduate student appointments and Faculty offers to graduate students
• Ensures convocating graduate students are included in graduate recognition processes.
Facilitates Academic and Non-Academic Misconduct investigations
• Assist with creation/delivery of surveys coming from the Dean’s Office
Coordinates birthday cards, and holiday cards (and gifts) for faculty and staff
Processes all reimbursement claims
• Coordinates and organizes Faculty wide events originating in the Dean’s office (e.g., Grade 12 supplemented by the successful completion of a recognized business course, combined with a minimum of five years of related work experience of progressive responsibility;
- Experience in records management, database management, and tracking of information;
- Demonstrated ability to communicate effectively, both verbally and in writing;
- Demonstrated skill in the operation of productivity software (Microsoft Office Programs – Word, Excel, PowerPoint, Access);
- Technical expertise and direct experience in various institutional management systems and complex databases is required with a preference for the following specialized software applications: Demonstrated knowledge of and skill in office practices, principles and procedures;
- Requires exceptional time management and organizational skills in order to balance the many demands of the position both in terms of meeting deadlines and handling the diversity of tasks;
- Experience managing a calendar for a senior executive;
- Experience working with budget/financial information, performance reviews, accreditation processes and tenure applications;
- Advanced knowledge of processes, policies, and procedures of the University of Regina;
- Understanding of the programs (academic and co-curricular) of the Faculty of Kinesiology and Health Studies is a definite asset. 69 per hour Status Term Work Hours Duration (if Term/Temporary) 4 months (possibility of extension) Full-Time/Part-Time Casual Preference Posting No Preference Target Posting Not Targeted Additional Information Contact Information Job Open Date 04/29/2024 Job Close Date 04/30/2024 Open Until Filled No Special Application Instructions Diversity Statement The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University’s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code. Required fields are indicated with an asterisk (*).

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