Executive Assistant to The Bursar and Cao
3 months ago
Job Opportunity - Office of the Bursar and CAO
**Posting Date**: October 2, 2024
**Closing Date**: October 16, 2024
**Position Title**: Executive Assistant to the Bursar and CAO
**Department**: Office of the Bursar and CAO
**Pay Scale Group**: Confidential-3 (C2)
**Annualized Salary**: $62,426 - $84,372
**Type of Appointment**: Full-time, 1-Year Contract with Benefits
**Location and Work Schedule**: In-person position, regular Office Hours (M-F: 9:00am - 5:00pm); some overtime may be required depending on operational needs. May occasionally be required to attend evening and/or weekend functions.
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The Executive Assistant to the Bursar/CAO provides dedicated executive-level administrative support to the Bursar/CAO. The incumbent also works closely with the Bursar/CAO’s direct reports to support key projects and initiatives and to coordinate the preparation of materials to secure governance approvals.
The Executive Assistant provides high-level confidential administrative support must function as part of a team to ensure the overall smooth running of the Bursar/CAO’s Office. They will ensure support is provided proficiently and delivered with the highest standards and quality.
**RESPONSIBILITIES**:
Executive Support to the Bursar/CAO
Completes a broad variety of high-level confidential administrative tasks for the Bursar and CAO including:
- Maintains the Bursar/CAO’s complex and busy calendar, utilizing tactful negotiation, initiative, and discretion with a variety of other parties to prioritize and manage scheduling conflicts.
- Composes and prepares confidential correspondence
- Arranges itineraries and agendas; anticipates and compiles documents for meetings
- Develops briefing notes for the Bursar/CAO in advance of meetings, as required
- Helps to ensure meeting participants are aware of and prepared for meetings
- Works to ensure appropriate and timely communication to meeting participants
- Keeps the Bursar/CAO well informed of upcoming commitments and responsibilities, following up appropriately
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Bursar/CAO
- Handles inquiries and requests expeditiously and proactively
- Tracks and supports projects from inception to completion, often with deadline pressures
- Uses tact and discretion to problem-solve and make complex administrative decisions
- Assists the Bursar/CAO with drafting administrative policies and prepares presentations to be delivered to the Senior Administrative Management (SAM) team, the Office of the President, the University Secretariat, and to the general University community
- Assists the Bursar/ CAO to engage their direct reports, including assisting with scheduling team meetings, coordinating agendas, arranging staff retreats and actively participating at all meetings
- Coordinates the onboarding process of new employees within the Bursar/ CAO’s portfolio.
- Provides administrative support to the Bursar/CAO with their responsibilities as Victoria University’s Freedom of Information and Privacy Protection Act Officer and Victoria University’s Chief Financial Officer.
Communications
- Monitors internal correspondence and creates/drafts follow-up replies and notes; tracks/monitors replies required for the Bursar/CAO from other departments; edits speeches, addresses, reports and remarks. Prepares routine acknowledgement of receipt of general correspondence.
- Drafts, edits and assists in the production of complex correspondence and reports in a variety of media from the Bursar’s Office, including the collection of relevant materials, proof reading and editing. Provides quality control of documents prepared externally for the Bursar/CAO’s signature.
- Acts as a liaison between the Office of the Bursar/CAO and external/internal stakeholders on administrative support matters.
- Acts as the initial point of contact with the Bursar/CAO’s at the other federated universities and other divisions within the University of Toronto on matters related to the Bursar/CAO’s portfolio, and triage as appropriate.
- Works in cooperation with the Bursar/CAO’s team and the Communications Team to ensure appropriate messaging and on critical issues related to the Bursar/CAO’s portfolio.
Budget Support
- Advises the CAO and works with the Finance Office, on all budget matters including budget updates and projections for the Bursar’s Office and makes recommendations including budget allocations, forecasting, and planning.
- Reviews and monitors departmental budgets to ensure sound financial accountability and compliance with financial policies.
- Makes recommendations for improved efficiencies and proactively assesses business practices and procedures within departments.
Board and Project Support
- Liaises with the University Secretariat on Board and Board Committee items relating to the Bursar/ CAO’s portfolio.
- Supports the CAO’s portfolio ensuring preparation and completion of rep
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