Executive Coordinator to the Vice President Research

4 weeks ago

Edmonton, Alberta, Canada University of Alberta Full time
Job Title: Executive Coordinator to the Vice President Research

This is an exciting opportunity to join the University of Alberta as an Executive Coordinator to the Vice President Research and Innovation. The successful candidate will provide comprehensive administrative support to the Vice President, ensuring the effective and efficient operation of the office.

Key Responsibilities:
  • Act as the first point of contact for the Vice President, providing information and referrals to a wide range of inquiries
  • Provide leadership and support through positive influence, establishing and nurturing effective working relationships within and beyond the VPRI Office
  • Work collegially with staff within the Office of the Vice President (Research and Innovation) to ensure effective and efficient operation of the office
  • Communicate regularly with the Executive Assistants within the Office of the Vice President (Research and Innovation) to ensure coordination of the calendars of the Vice President and Associate Vice Presidents in responding to various requests
  • Provide comprehensive administrative support to the Vice President (Research and Innovation)
  • Provide backup to the Executive Assistant roles in the office as necessary
  • Receive and prioritize all incoming mail for the Vice President (Research and Innovation); determine when independent action and decision making is appropriate
  • Manage the electronic calendar for the Vice President (Research and Innovation), routinely making decisions that ensure the most effective use of the Vice-President's time; determine when consultation with others is needed
  • Ensure accurate information is delivered to internal and external stakeholders in a timely manner and as appropriate; respond to routine and confidential inquiries as required
  • Follow issues from awareness to resolution, ensuring that follow-up and actions are tracked and completed by the appropriate resources
  • Work with the Chief of Staff and the Portfolio Initiatives and Administration Officer to advance items which need to be brought forward for attention of the Vice President (Research and Innovation) or other senior administrators, either within the portfolio or in other executive offices within the institution
  • Compose letters, memos, and emails on own initiative and as instructed
  • Compile all necessary documents and briefing materials for meetings and ensure the Vice President (Research and Innovation) is on time and fully prepared for appointments
  • Coordinate travel plans and itineraries
  • Process expense reimbursements
  • Work in collaboration with the Executive Assistants to the Associate Vice-Presidents (Research and Innovation), as well as the Chief of Staff and the Portfolio Initiatives and Administration Officer, to ensure that adequate University representation is provided at meetings, events, etc whenever required or requested
  • Initiate and coordinate various projects and activities, including direct collaboration and coordination with Administrative Assistants, Managers, external stakeholders and the wider campus community
  • Work with key resource personnel to ensure administrative support for various committees chaired by the Vice President (Research and Innovation) or designate
  • Assist in the preparation of the Vice President (Research and Innovation)'s grant applications
  • Assist with the preparation of research manuscripts being submitted for publication by the Vice President (Research)
  • Organize logistics and presentation materials for events sponsored/hosted by the Vice President (Research and Innovation); and assist with events sponsored/hosted by the Office of the Vice President (Research and Innovation)
  • Perform other duties as assigned
Qualifications:
  • Post-secondary diploma in Business or Office Administration preferred; equivalent combinations of education and experience will be considered
  • Extensive related experience (5+ years) in a senior administrative support position, preferably in a postsecondary environment
  • Excellent interpersonal skills
  • Ability to work with sensitive and confidential materials
  • Excellent organizational and time management skills
  • Proficiency with Microsoft Office programs (including Word, Excel, PowerPoint, and Outlook)
  • Knowledge of Google and Google Docs is an asset
  • Demonstrated ability to take initiative
  • Demonstrated careful attention to detail and accuracy
  • Knowledge of the University of Alberta, its governing system, and academic/research priorities is preferred

The University of Alberta is committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.

Note: This opportunity will be available until midnight October 1, 2024, Edmonton, Alberta local time.

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