Executive Assistant to Provost

7 months ago

Oakville, Canada Sheridan College Full time

Reporting to the Provost and Vice President, Academic, the Executive Assistant supports the Office of the Provost ("Office"), and is accountable for coordinated management and administrative leadership of a variety of complex and confidential functions in support of communications, operations, policy compliance and strategic objectives of the Provost, the Academic Division, and of Sheridan. As a member of the senior administrative team of the Office of the Provost, this position works closely alongside, and provides assistance to the Provost and coordinates activities flowing to and from the Office of the Provost. The incumbent also works closely with the Academic management and administrative teams in the execution of his/her responsibility.

The incumbent is the front line advisor and project coordinator, as assigned, on matters relating to the Office of the Provost and will use discretion as to when matters should escalate and be addressed by the Provost or other senior management staff. The Executive Assistant carries out a number of regular and special projects related to the business of the Office of the Provost and assists and supports the Provost in the continuing development of the Academic Division.
Due to the confidential aspect of this work, considerable discretion and judgement is required.

**What You’ll be Doing**
- Providing confidential administrative assistance to Provost (complex scheduling, travel, communications, expenses) and coordinates activities and scheduling changes flowing from the Office of the Provost
- Developing, implementing and monitoring effective administrative procedures to ensure the efficient administrative operation of the Office; working with all departments to develop cross-college consistency and efficiency of common administrative processes, specifically with the Assistants to the Vice Provosts.
- Manages Office of the Provost and VPA budget and engages with Finance on office budget matters
- Prepares expense claims, in addition to review and vetting of claims come up to the Provost for approval
- Supports the Provost’s provincial engagement with Colleges Ontario, including ensuring the timely completion of surveys and submissions
- Supports various internal stakeholder engagement groups related to governance and collegial input
- Implementing procedures and processes for records management of agreements, contracts, policies that are compliant with legislative requirements (e.g.Freedom of Information and Protection of Privacy Act);
- Acting as the primary “Records and Information Management Liaison (RIM)” with the goal of making records and information management assets and processes easier to manage and access; Liaising with the RIM department on operational issues related to privacy and records.
- Formatting, layout, final proof reading, photocopying and collating of the correspondence and statements prepared by the Provost for submission to the Board
- Supporting the Provost with regards to scheduling meetings, meeting logistics and requisition entries for purchases
- Project managing and tracking a variety of short and long-term projects. Oversees timelines, tracks work requirements and follows up to ensure project items are completed
- Contributing to the communication efforts of the Office of the Provost and establishes access between the VP and the Sheridan community by: Developing and maintaining internal and external communication sites (e.g. web presence for the Office), ensuring they are current and accurate, and reflect the image desired by the Provost (i.e. collaborative, transparent, “feedback welcome” etc.)
- Responding to College related issues: confidential and at times sensitive, from students, faculty, support staff, administration, government representatives, and external stakeholders.
- Supporting the coordinated outcomes of various institutional cyclical processes, including academic budget process, performance review processes
- Performing other initiatives and activities as required

**About You**
You have a highly?collaborative?spirit and interpersonal skills?with the?ability?to work with others to support establishing and achieving collective goals.

You have a client service focus with an aptitude to make connections, support others, provide excellent customer service and might identify as a?community builder.

You have excellent written and verbal communication skills, and ability to present to diverse audiences and communities.

You enjoy balancing many different tasks, staying organized and planning and have the ability to integrate multiple streams of information, prioritize and track multiple projects to meet a demanding workload and keep things running smoothly.

You have sound understanding of?project management?principles and tools and have the ability to?multi-task,?prioritize,?balance and manage multiple complex and competing demands.
- Must possess a minimum of a 3-year college diploma or a 3-year university degree

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