Executive Assistant, Office of The Vice-president

4 months ago

Toronto, Canada OCAD University Full time

Reporting to the Manager, Academic Initiatives, Governance & Quality Assurance, the Executive Assistant, Office of the Vice-President, Academic & Provost (VPAP) is responsible for the provision of courteous, high standard and executive-level administrative support for the Vice-President, Academic & Provost and general administration in the Office of the Vice-President, Academic & Provost.

**Summary of Responsibilities**:

- Under the direction of the Manager, Academic Initiatives, Governance & Quality Assurance, provide high standard and executive-level administrative support to the VPAP, and as required, to the Manager
- Act as the initial contact for individuals and groups bringing issues to the Office of the VPAP and advise regarding the most appropriate avenues within the University’s academic structures to handle these issues efficiently
- Liaise and sustain relationships with other University departments, external stakeholders, government officials and the general public on behalf of the VPAP
- Raise priority issues to the attention of the VPAP, and the Manager and execute appropriate follow-up to support in resolving issues
- Support processes managed by the VPAP office and prioritize strong relationships with offices under the academic portfolio including those that report directly to the VPAP
- Assist with the coordination of activities pertaining to the University’s Institutional Quality Assurance Processes (IQAP) including scheduling meetings, drafting and tracking workplans, gathering and reviewing data, as well as coordinating logistics for external reviews
- Maintain and coordinate the schedule of the VPAP, including scheduling meetings and coordinating room bookings, refreshments, preparing documents and pertinent background information, and noting significant activities that require attention/attendance
- Provide appropriate briefing materials to the VPAP in advance of meetings, including minutes, agendas, reports and updates
- Prepare, edit and distribute correspondence and reports, including those for the Senate and the Board of Governors, under the direction of the VPAP and Manager
- Under the direction of the Manager, provide administrative support in the preparation, research and review of materials pertaining to various committees of Senate
- Coordinate Office of the Vice-President, Academic & Provost communications in consultation with Marketing & Communications and the Manager
- Under the direction of the Manager, support the Indigenous Education Council by providing coordination and administrative assistance, including scheduling meetings, booking rooms, recording minutes, preparing and distributing meeting materials and liaising with members
- Provide administrative support to the academic administrative leadership team and other ad hoc committees/working groups, including scheduling meetings, booking rooms, recording minutes and preparing and distributing meeting materials
- Compile and prepare confidential reports, including information relating to budgets, grievances and negotiations with the University’s labour groups, as required
- Provide support to academic committees outlined in the Memorandum of Agreement (MOA) that require participation from the Office of the Vice-President, Academic & Provost, including but not limited to: Professional Development Committees and theUniversity Peer Review Committee
- Coordinate the University’s adjunct professor appointment process
- Compose and edit informational material for the VPAP, including word processing, formatting and designing documents and provide support for research and analysis for academic initiatives and special projects
- Under the direction of the Manager, develop and maintain accurate electronic and manual filing systems, including the maintenance of the VPAP’s contact database
- Make travel and accommodation arrangements for the VPAP and others as required
- Prepare and maintain VPAP office budgets and related activities, including processing expense reimbursements, and monthly purchasing card statements
- Review and update sections of the OCAD University website pertaining to VPAP Office, as required, as well as internal websites and databases pertaining to IQAP and Senate
- Assist in planning academic events (e.g. conferences, receptions, workshops, and other special projects), as assigned
- Serve as backup for the Academic Governance & Quality Assurance Officer, as required
- Support the VPAP and Manager in all duties contributing to the successful operation of the VPAP Office

**Qualifications**:

- Post-secondary degree or equivalent combination of education and experience
- A minimum of four (4) years of work experience, specifically providing senior executive support; work experience in post-secondary education, arts, or cultural sectors an asset
- Experience as secretary to committees, recording precise meeting minutes is considered an asset
- Strong oral and written communication skills, and the ab

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