Executive Assistant to The Principal, Emmanuel

2 months ago

Toronto, Canada Victoria University Full time

Union (USW Local 1998) Job Opportunity
Office of the Principal, Emmanuel College

**Posting Date**: August 9, 2023

**Closing Date**: August 23, 2023

**Position Title**: Executive Assistant to the Principal

**Pay Scale Group**: USW Pay Band 9

**Department**: Office of the Principal, Emmanuel College

**Salary**: $57,103 - $73,024

**Type of Appointment**: Full-time Continuing

**Normal Work Schedule**: Full-time - 35 hours a week; Monday to Friday Regular Office Hours; some additional hours of work during evenings/weekends may be required

**Position Summary**:
Under the supervision of the Principal and the Registrar, facilitates the smooth functioning of the College main office by providing reception, secretarial, financial and administrative support for the Principal’s office and, secondarily, for students, staff and faculty at the college, as indicated below.

**Responsibilities**:
Assistant to the Principal
- Assists the Principal through monitoring of her/his/their schedule; schedules appointments for Principal; maintains/updates Principal’s calendar
- Prepares agendas for various committee meetings; schedules meetings for the year; takes and prepares minutes for Faculty meetings, College Council meetings and other committee meetings, as necessary; arranges committee meetings
- Prepares correspondences on behalf of the Principal, following set templates
- Updates and maintains the faculty handbook
- Creates and updates Research and Study Leave records
- Books flights and accommodation for guests and/or Principal
- Arranges light refreshments for meetings
- Keeps well informed on leadership commitments and priorities
- Collects annually C.V.s from faculty with graduate teaching status for the GCTS Office
- Assists at ceremonial functions
- Supports and coordinates Academic searches by:

- Reviewing and making suggestions for process improvements on academic search activities
- Assists in promotion and tenure review by:

- Following UofT and UTFA administrative rules and procedural instructions
- Collecting documentation required to carry out the tenure and review processes from senior leadership; handles sensitive and/or confidential information
- Collecting feedback from PTR committee members
- Collecting and filing dossier materials; passes on dossiers to committee members for review
- Verifying the accuracy and completeness of documents
- Preparing draft statistical reports and summaries from data collected
- Scheduling committee meetings
- Implementing plans and process improvements for tenure and review activities

Financial Administration
- Issues PayPal invoices, and manages and reconciles PayPal account
- Collects and processes over-the-counter ancillary fees
- Prepares and logs cheque requests, maintains accurate account files; processes deposits, donations and money transfers
- Reviews faculty and staff cheque and reimbursement requests to ensure accuracy of account charges before having the Principal approve expenses
- Reviews general ledger responsibility statements and investigates budget discrepancies
- Updates the budget guide of protocols and best practices

Office Administration
- Acts as contact person on behalf of the College to various departments
- Keeps well-informed on policies, procedures, regulations and new technology
- Posts and maintains the college Quercus site and digital display
- Supports onboarding activities for new faculty and sessional instructors
- Maintains records, including college mailing lists (donors, convocation, Christmas cards etc.) and online college directory
- Tracks and organizes space allocations for EM 107 and EM 203 and equipment
- Maintains keys, college stationary, and business cards, and supports other staff and faculty with related needed.
- Assists in the smooth functioning of the main office and college by monitoring and managing office supplies and equipment, the faculty/staff kitchen and college notice boards and wall screens.
- Sorts and distributes incoming mail
- Scans documents; arranges courier service; greets visitors including those who have an appointment with either the Principal or Registrar
- Coordinates with Infrastructure and Sustainability department for required services
- Schedules staff meetings
- Collects and organizes materials for meetings, mailings, informational forms and reports
- Organizes and maintains confidential information and materials in the Principal’s office
- Acts as Fire Warden
- Other duties related to the business of the University as required

**Qualifications Required**:
Education
Ontario College Advanced Diploma (3 year program) or equivalent combination of education and experience.

Experience
Minimum 4 years of administrative experience, preferably within a higher education/university environment and familiarity with supporting academic offices and processes. Past experience supporting senior executives is an asset. Financial administration experience required, including monitoring budgets, pr

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