Assistant to The Provost and Vice-president

1 week ago

Sudbury, Ontario, Canada Laurentian University Full time

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Assistant to the Provost and Vice-President Academic, Office of the Vice-President, Academic and Provost:

Required Position:

Responsibilities:

RESPONSIBILITIES:

Reporting to the Provost and Vice-President Academic, the full-time Assistant will provide support to the Provost and Vice-President Academic. The full-time Assistant will serve as a confidential assistant and will provide bilingual administrative assistance while being able to function efficiently in a high stress environment and work in an ethical and diplomatic manner with confidential material. The Assistant to the Provost and Vice-President, Academic assists the Provost to identify priority issues, communicate with the Laurentian University community and lead the day-to-day operations of the office. They act as office manager, manages and responds to a wide range of matters of importance, often high profile and coordinating priorities and processes to ensure that the Office of the Provost operates efficiently. They have recurring contact with members of the University, senior leaders, faculty, staff, students, alumni, parents and external constituents.

Some of the duties include but are not limited to:

  • Administration and management of the Institutional Quality Assurance Process;
  • Administration and management of the Selection and Evaluation of Senior Academic Administrators, including the preparation of letters of appointments for Deans and Associate Vice-Presidents;
  • Administration and management of the faculty hiring process as per the Collective Agreement, including preparing letters of appointments for faculty;
  • Administration and management of the various Senate Committees chaired by the Provost and Vice-President, Academic (i.e. Academic Planning Committee);
  • Develop briefing documents to ensure the Provost is fully appraised of all issues and factors to make informed decision and draft reports and correspondence on behalf of the Provost, in collaboration with other leaders.
  • Edit correspondence and documents prepared by direct reports as necessary
  • Attend meetings with the Provost as needed, take appropriate notes, coordinate action items and followup to coordinate and track progress.
  • Convey key issues, concerns, and information to the Provost
  • Provide oversight for the budget planning and financial control for the Office of the Provost and Vice-President, Academic.
  • Dealing with highly sensitive, privileged and confidential information;
  • Receives and performs a preliminary review of incoming correspondence, signaling deadlines and expedited matters;
  • Takes initiative and makes decisions on issues related to general office duties, functions and responsibilities, anticipating emerging issues of consequence and developing approaches to address same, knowing when to seek guidance and direction;
  • Ability to manage changing deadlines and tight timelines with accuracy and finesse;
  • Ensures effective liaison between the Executive Team and their assistants by following the governance structure;
  • Operates under general direction and with mínimal supervision;
  • Ability to prioritize, to take initiative and work effectively as part of an administrative team;
  • Manage the Office of the Provost and Vice-President, Academic, including one administrative staff, student workers and extern

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