Executive Assistant

3 weeks ago

Saskatoon, Canada University of Saskatchewan Full time

**Executive Assistant**:
**Primary Purpose**: To provide confidential and comprehensive high-level executive support to the Vice-Dean Faculty Engagement and the Vice-Dean Education in the College of Medicine, with the emphasis on ensuring the efficient functioning of these portfolios, timely and effective follow-up of decisions, operational issues, and implementation of assigned strategic projects with mínimal direction. The position acts as the first contact point and a resource for queries, concerns and issues incoming to the Vice-Dean portfolios, and provides expert triage in dealing with, or referring, a broad spectrum of issues across all levels of the portfolios. The role is also responsible for coordination of general operational administrative staff within the Dean’s Office.

**Nature of Work**:

- With dual reporting to the Vice-Dean Faculty Engagement and Vice-Dean Education, the position works under pressure in a fast paced and high volume office, dealing with competing deadlines, multi-tasking, and working in an environment of constant change.
- Establishing and maintaining a high level of professional relationships that support exceptional collaboration and problem solving, and the ability to exercise professional judgment to make recommendations and decisions regarding issues or special assignments, is essential for success in this complex position.
- Considerable discretion is required as the position is privy to, and works with, sensitive and highly confidential information.
- Full discretionary decision-making is often required and judgment is used to determine the appropriate guidelines and procedures. Impact of error is high as the position is solely responsible to ensure day-to-day work is completed accurately and information provided to others, both on and off campus, is correct.
- Works in an environment of continuous change; adapts to shifting priorities and timelines, and frequent interruptions.

**Accountabilities**:

- Effectively representing the Vice-Deans in all contacts, ensuring the appropriate tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise.
- Privy to confidential labor relations information and confidential personnel files and human resources information. Ensure efficient, accurate, and confidential support to the Vice-Deans including: developing agendas and background material; conducting research, analyzing materials and producing and/or participating in the development of reports and papers; preparing meeting summaries, background papers, and correspondence.
- Strategically managing the Vice-Deans’ schedules, establishing standards that provide a balance between meeting and office/work time, reflects realistic priorities in terms of who and when to book into the calendar, and allows sufficient flexibility for shifts in response to fast paced and fast changing agendas.
- Identifying, monitoring and articulating, in a timely and judicious manner, critical action items and briefing the necessary people on developments related to those issues.
- Ensuring appropriate coverage of general operational administrative staff within the Dean’s Office.
- Interacting collaboratively with the leadership team, staff, senior administrators, other campus units, and other organizations or individuals from outside the University in identifying issues, solving problems and making decisions.
- Effectively managing assigned projects from beginning to end (including research, analysis, budget management, coordination and implementation), establishing and maintaining the required collaborative relations and putting them to best use in achieving desired outcomes.
- Ensuring priorities and deadlines are met, correspondence and documentation are handled efficiently, accurately and confidentially.
- Using judgment, confidentiality and discretion when handling sensitive issues.
- Effectively track and oversee updates to medical faculty database and provide reports as required.
- Assisting with updating of Vice-Dean CV’s.

**Qualifications**
**Education**:

- A post-secondary certificate or diploma in a business administration or administrative assistant program is required.

**Experience**:

- A minimum of five years of progressively responsible experience providing support to senior level administrators preferably in a post-secondary setting. Experience working in diverse and inclusive environments is required. An understanding of, and familiarity with, the programs, services and culture of the University of Saskatchewan and the College of Medicine is an asset. Experience working and collaborating in diverse and inclusive settings is required.

**Skills**:

- Possess high standard of professional integrity with the ability to maintain confidentiality and handle sensitive matters diplomatically and discreetly.
- Excellent interpersonal, communication (oral and written), organizational and analytical skills, as well as a strong ab

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