Assistant to Associate Vice Provost, Academic
6 months ago
Reporting to the AVP, Academic Quality and Teaching Innovation, SPARK (The Sheridan Centre for Academic Excellence), the Assistant to the AVP is responsible for administrative operations of the Department as it pertains to budget development, planning and monitoring, resource allocation and facilities planning. The Assistant builds, constructs and manages the department's financial information regarding budgets, inter-departmental adjustments, project proposals and also manages the processes and documentation critical to audited projects, communication strategies, department operations and policy compliance. The Assistant participates in long range planning goals and manages the resources and procurement of equipment for the department office space and all academic delivery. The Assistant collects and collates information and analysis on departmental projects and initiatives. The Assistant also performs a variety of confidential administrative functions in support of the goals/objectives of the AVP, Department and college-wide academic initiatives. Due to confidential aspect of work, considerable discretion and judgement is required. The Assistant provides support for identified institutional committees and on projects involving internal and external stakeholders and partners. This includes pre-meeting preparation (room bookings, room set-up, AV equipment, food if required etc.), providing administrative help to the committee Chair, preparing, and distributing agendas and material well in advance of the meetings, attending the meetings and recording minutes, ensuring review and approval of the minutes, and distributing the minutes after the meeting. The Assistant ensures all action items are communicated to the affected individuals/groups.
What You’ll be Doing
**Monitoring and managing financial activity including**: budget forecasts, variance analysis, problem identification & recommendations and managing department’s financial information;
Facilitating use of College financial information system and ensuring appropriate guidelines are followed;
Providing financial analyses to the leadership team (e.g., costing models), and providing recommendations on financial matters;
Ensuring the efficient and effective use of fiscal and physical resources within the department through the coordination and consolidation of budget requests;
Maintaining inventory of office fixed assets;
Establishing, maintaining and communicating financial policies & procedures;
Preparing complex reports, spreadsheets, databases, dashboards, and documents to assist in program and HR planning;
Ensuring compliance with College policies, procedures, legislative/regulatory requirements (e.g., health and safety, harassment, discrimination) or constraints imposed by relevant funding agents;
Developing, implementing and monitoring effective administrative procedures to ensure efficient operation of department;
Working with all departments to develop cross-college consistency and efficiency of common administrative processes;
Integrating the requirements of College systems (e.g. financial, student, HR);
Communicating changes in department policies and procedures;
Providing health and safety administrative leadership to department, in partnership with HR (e.g., training, recordkeeping, audit, coordination and corrective action as required by Health & Safety standards);
Providing confidential administrative assistance to the AVP and coordinating activities flowing from the department;
Responsible for administrative support and related logistics, documentation, preparation for internal and external committees and meetings; may attend meetings on behalf of the AVP to record pertinent information (e.g., minutes, action items and provide Department perspective on issues);
Assisting in creating and maintaining internal and external communications sites for department;
Developing presentations, spreadsheets and alternate materials for internal management/external groups;
Gathering, reviewing and preparing summaries relating to information submitted through surveys, reports and feedback;
Coordinating scheduling of calendars, appointments and travel arrangements for the AVP;
Responding to inquiries on a range of issues for the AVP/department and administering College requests;
Providing input to the College Committees regarding staff needs and usage;
Researching vendors, recommending and procuring equipment/software for academic and office space;
Participating in facilities planning; recommending additions, renovations and initiating corrective action to ensure a safe, efficient learning and working environment; acting as a department project manager for these changes
Managing records, such as capital requests, for renovations;
Project managing and tracking variety of short and long-term projects that have department-wide impact;
Overseeing timelines, tracking work requirements and following up to ensure that project items are completed
Providing
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