Executive Assistant, Vp Academic and Provost

7 months ago

New Westminster, Canada Douglas College Full time

**Work Arrangements**
- This temporary full-time position is available effective immediately. Regular hours of work are 8:30 am to 4:30 pm, Monday to Friday. The position is located at the New Westminster campus; however, travel between campuses may be required.
- Douglas College is committed to supporting a healthy work/life balance for employees. A hybrid work from home arrangement may be considered.**What Douglas Offers**

DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

**The Role**
- Reporting to the Vice President Academic and Provost, this position provides confidential administrative support to the Vice President and the Academic Division. The work often involves sensitive and/or highly confidential issues. This position is challenged to screen and identify matters which require the Vice President’s attention and to bring these forward in a timely manner. During the absence of the Vice President, this position is accountable for prioritizing and re-directing issues to an appropriate source.
- Decisions impact the efficient administrative management of the Vice President’s office and the Academic faculties. The position communicates with senior officials of other educational institutions, government agencies, college faculty and staff, private organizations and industry.

**Responsibilities**
- Performs all confidential administrative support functions pertaining to the efficient and effective operation of the Vice President Academic and Provost’s office. This position constitutes the formal channel through which sensitive, emergent, and confidential matters reach the Vice President.

**Confidential Executive Support**
- Acts as the first point of contact to the Vice President Academic and Provost for individuals within the college, as well as students and representatives of outside organizations such as government agencies, other education organizations, service providers, etc.; exercises judgment in determining the information to be provided and/or refers to the appropriate individual as required.
- Serves as a liaison with internal and external contacts, including Management, Faculty and Staff, in the resolution of day-to-day administrative and operational problems relating to divisional matters; provides information including interpretation of established College policies, procedures, and regulations.
- Coordinates, prioritizes, and manages the Vice President’s calendar; independently troubleshoots if meeting conflicts occur and/or urgent matters arise that need immediate attention; ensures the Vice President has necessary materials in preparation for the meeting.
- Receives all correspondence and determines appropriate course of action, including composing responses on routine issues, obtaining information pertaining to a request, or referring to appropriate individual as required; follows up as necessary.
- Develops and maintains secure record systems for documents and files of a confidential or sensitive nature; e.g. budget submissions, performance evaluations, potential program or personnel changes, personnel records, strategic goals and objectives.
- At the request of the Vice President, prepares draft correspondence, presentations, agreements, reports and position papers, many of a highly confidential nature.
- Organizes and coordinates meetings, interviews, events, and activities for the Vice President and divisional staff as required, including venue, travel and logistics, itinerary, event registration; prepares supporting documentation as required.
- Coordinates special projects as assigned by the Vice President; undertakes data collection/research, analysis, and summary reporting on items as requested.
- Assists with the development of administrative procedures and recommends improvements as appropriate.
- Manages the tracking of proposals for new academic programs or program revisions through the governance review and approval process to ensure courses may be scheduled as planned; advises Deans, Associate Deans, faculty and staff on process and follows up to ensure timely input to the appropriate committees required for the approval process.

**Budget/Financial Support**
- Coordinates the preparation of the operational budget, capital budget, and capital requests for the office of the Vice President; may liaise with facilities and purchasing to obtain quotations for budget items for submission and consideration.
- Participates in the budget processes for the Dean’s offices by working with Administrative Officers to assemble capital budget requests, tracking and summarizing requests, monitoring and following up on decisions

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