Executive Assistant

1 week ago

Oshawa, Canada Ontario Tech University Full time

**Executive Assistant - Limited Term**

**Tracking Code**:req1438

**Faculty/Department**: Office of Planning and Analysis

**Number of Positions**:1

**Appointment Type**: Limited Term, 19 months

**Hours of Work**: 35 hours per week

**Salary Range**:Level 7 - Annual Hiring Salary, $58,329, with annual step progression in accordance with the Salary Grid.

**Posting Date**:January 24, 2025

**Closing Date**: February 6, 2025 (7:00 pm EST)

**Job Summary**:
The Executive Assistant provides day to day senior administrative and operational support to the Associate Vice-President, Planning and Strategic Analysis (PSA), and coordination and project support for the units within the Office of Planning and Analysis and Office of the Provost.

**Responsibility: Senior Confidential Administrative and Operational Support**
- **Provides a broad range of confidential senior level administrative support to the Associate Vice-President, Planning and Strategic Analysis (PSA).
- Prioritizes and screens matters requiring the AVPs attention.
- When appropriate, resolves issues/concerns and requests and composes responses for the AVPs review
- When appropriate, responds on behalf of the AVP
- Manages a complex and busy calendar and schedule while maintaining a high level of confidentiality and discretion
- Ensures the Associate Vice-President PSA is prepared with the appropriate materials for meetings well in advance
- Provides confidential executive level administrative support to the Associate Vice-President PSA including issues management related to budget decisions, approvals, allocation and redundancies, salary administration, and fact-finding for data in support of academic labour relation issues (e.g. grievances, workforce planning, and/or performance issues)
- Provide meeting and committee support including scheduling, agendas, taking minutes, tracking action items, and assists in the coordination of travel arrangements as required.
- Prepare and assemble documents as required for Associate Vice-President PSA meetings
- Supports Associate Vice-President PSA with development of governance documents for Academic Council and Board related committees
- Review all incoming materials and requests to determine action, including confidential matters, noting information that requires follow up
- Work collaboratively with the Office of the Provost team on various initiatives, planning items, and projects. Provide back up support for Provost Office administrative staff as required
- Utilize knowledge of the Associate Vice-President PSA and Provost Office and the related operational departments, to ensure administrative priorities within the Office of Planning and Analysis are properly executed
- Drafts materials such as memo, presentations, confidential summaries, and correspondence for Associate Vice-President PSA as required
- Liaises with HR as appropriate to support contract management such as EPAF, attendance, time sheet approval, and onboarding of employees to the department
- Coordinate travel arrangements, including managing registrations, accommodations, logístical arrangements, and preparations of itineraries

**Responsibility: Budget Support**
- **Prepare Associate Vice-President PSA budget memos, or draft Institution presentations as required
- Review and track all incoming requests for Associate Vice-President PSA’s review and approval related in unit budget asks.
- Assist the AVP with the annual budget ask process as required
- Prepares Concur reconciliation and expense claims
- Undergraduate Program Review and Graduate Program Reviews - prepares reimburse out-of-pocket expenses and request honorarium payments as required
- Provide support to the Budget Officer as required
- Acts as proxy for Budget Officer
- Purchases office supplies and equipment for units

**Responsibility: Project Support**
- **Identify, research, and support the implementation of administrative efficiencies and systemization of processes across the institution, in partnership with the Associate Vice-President, PSA, Office of Planning and Analysis, and Office of the Provost initiatives
- Provides administrative support for standing and ad hoc committees, special projects, and events as required including coordinating, scheduling meetings, taking minutes, tracking action items
- Provide coordination and support for cyclical program reviews and new program proposals
- Assist the CIQE team with Coordination of sites visits including agendas, meeting rooms bookings, as required
- Undergraduate Program Review and Graduate Program Reviews - book and coordinate travel arrangements for external consultants

**Responsibility: Other duties as assigned**
- **Other duties as assigned to support the confidential, complex and competing demands of the Office of Planning and Analysis and Associate Vice-President, PSA

**Education**:

- **Completion of a Formal Post-Secondary/College Program of two Academic Years or an equivalent combination of education and re

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