Executive Assistant to The Vice-provost, Equity

5 months ago

Halifax, Canada Dalhousie University Full time

**Position Details**:

- Position Information**Position Title**
- Executive Assistant to the Vice-Provost, Equity & Inclusion (Internal Posting)

**Department/Unit**
- President's Office

**Location**
- Halifax, Nova Scotia, Canada

**Posting Number**
- S454-23

**Employee Group**
- DPMG

**Position Type**
- Regular, On-Going

**Duration of Contract (if applicable)**

**Employment Type**
- Full Time

**Full-time Equivalency (FTE)**
- 1.0

**Salary**
- $58,103 - $77,730 per annum

**Classification**
- ADM-05

**Provisional Statement**
- This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role._

**About Dalhousie University**
- Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

**Job Summary**
- The Office for Equity & Inclusion (OEI) consists of three separate but interrelated units: (1) Human Rights & Equity Services (HRES); (2) Indigenous Community Engagement; and (3) Equity, Diversity, Inclusion, and Accessibility. Reporting to the Vice-Provost, Equity & Inclusion (VPEI), the Executive Assistant will support the day-to-day business activities for the Office for Equity & Inclusion as a strategic team member.

**Key Responsibilities**
- Coordinate and schedule meetings, appointments, speaking engagements, conferences, etc. for the VPEI, AVPEI, and Director; Working closely with HRES’ Operations Manager to ensure a coordinated approach to office management and operational needs for the OEI.
- Respond to, redirect and/or resolve inquiries from the public, faculty, staff, and students, including inquiries of a highly confidential and sensitive nature. Liaise with, share, and request information from internal and external partners.
- Create the Office for Equity & Inclusion’s annual budget for review and approval. Complete quarterly and monthly budget reviews and forecasts. Present analyzed recommendations for reviews/approval and annual budget preparations. Manage and process all financial transactions.
- Research information for development and review of departmental policies and procedures, and update and maintain all relevant manuals if requested. Periodically research, analyze, prepare and compose reports, and other correspondence including confidential and/or personnel-related materials, memos, and various committee work.
- Provide support for the Elders in Residence & Traditional Knowledge Keepers program. Coordinate and manage special projects including logistics, planning, coordination, budget, communication, etc. of this program.
- Work with University stakeholders (HR, Finance, Legal, etc.) to create job descriptions, contracts, etc. Manage and maintain detailed and confidential office and departmental records ensuring accuracy and appropriate cross-referencing as required for audit purposes.

**Note**
- Applications for this position are restricted to current employees of Dalhousie University.
The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work) as agreed by all parties based on operational requirements and university guidelines.

**Required Qualifications**
- Undergraduate degree in a related field, plus approximately three to five years of relevant and progressive experience supporting a senior administrative role (or equivalent combination of training and experience).
- Must have proven experience handling a broad range of administrative tasks including speech, correspondence, and report writing; and budget preparation and financial management.
- Must have proven experience handling matters of a confidential and sensitive nature.
- Excellent interpersonal and communication (verbal and written) skills are essential, including the ability to work with, and support, a wide diversity of individuals, groups, and communities.
- Proven ability to manage multiple priorities in a time-sensitive, shifting and often stressful work environment is required.
- A commitment to maintaining a learning/working environment that actively promotes and supports human rights and values inclusiveness, and diversity is essential.

**Assets**
- Previous experience in an academic environment.

**Job Competencies**
Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
- Communication
- Service

**Additional Information**
- Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package inc

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