Executive Assistant, Vice-provost Faculty Relations
2 weeks ago
**Executive Assistant, Vice-Provost Faculty Relations**:
**Primary Purpose**:The primary purpose of this position is to provide executive, administrative and professional support of diverse and complex administrative services mainly to the faculty relations function, but also to the Office of the Provost and Vice-President Academic.
The work varies significantly in complexity from scheduling meetings to sourcing and compiling complex and often confidential information into reports that are used in formal institutional records or communications from the Office of the Provost and Vice-President Academic. The work requires a proactive approach in a complex, academic/research environment, and the ability to work and communicate effectively and cooperatively with a variety of stakeholders.
This position experiences pressure when managing competing interests toward satisfactory outcomes; workflow must be planned to meet deadlines and unexpected situations, and to accommodate the needs of the faculty relations function specifically and the Office of the Provost and Vice-President Academic more broadly. Prompt, complete, and accurate work is extremely important to mitigate risks associated with all the activity that requires attention.
The position works within established policies and protocols and determines methods and processes within those that best suit specific events and circumstances. This position is expected to adapt and modify known practices to solve problems and achieve goals. The incumbent is expected to make recommendations on the work or work environment and is expected to contribute to policy and process improvement.
Impact of error is high as the position is responsible to ensure that the leaders in the Office of the Provost and Vice-President Academic have access to necessary, accurate and timely information. Considerable discretion is required as the position is privy to and works with sensitive and highly confidential strategic, financial, and personnel information.
This position is also required to provide support to committees as per university policies and regulations.
**Typical Duties or Accountabilities**:
- As a first point of contact for the Office of the Provost and Vice-President Academic and the faculty relations functions, ensures professional and effective representation, performs triage including assessing risk, responding to, or referring/assigning a broad spectrum of people and issues across all levels of the institution as appropriate in a timely, respectful, and effective manner.
- Coordinates and supports the special projects as assigned in the provost and vice-president academic portfolio. This includes developing, implementing, monitoring, and continually improving administrative processes.
- Supports events and workshops including implementation and coordination.
- Prepares correspondence and reports to penultimate stage, including drafting, editing, researching information, gathering data and performing analysis, and presenting penultimate versions to people leader(s) for revision and approval.
- Ensures data/content on website is current by updating the information or inform changes to applicable parties.
- Develops, maintains, and secures confidential/non-confidential records pertaining to the portfolio in alignment with the university archival filing structure.
- Takes initiative and works with colleagues to identify, adopt, implement, monitor, and continually improve best practices in the provost and vice-president academic portfolio.
- Establish and maintain collaborative and effective working relationships with senior leaders and the administrative core of the university, as well as the wider campus community, external stakeholders, and members of community.
- Monitors and effectively manages vacation usage to ensure fiscal liabilities for the university are reduced.
- Maintains accurate knowledge of and adherence to institutional policies and procedures, and collective agreements.
- Maintains confidentiality and handles sensitive matters diplomatically while exercising sound judgment and discretion.
- Performs other duties as assigned and assists with coverage during colleagues’ absences.
**Education**: A recognized post-secondary diploma in office administration is required. A bachelor’s degree, or a graduate degree in a related field would be a strong asset. A combination of education and experience may be considered.
**Experience**:Minimum five years of progressively responsible experience working with senior administrative leadership on the management of highly complex projects, preferably in an academic environment.
A broad understanding of the University of Saskatchewan strategic directions and of university teaching and research cultures are assets.
Experience working with Indigenous Peoples and organizations is an asset.
Relevant prior experience would include supporting decision-making bodies within the institution, and extensive experience
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