Administrative Assistant, to the Department Head, Plant Sciences

Administrative Assistant, to the Department Head, Plant Sciences Primary Purpose: This position provides a broad range of high-level and confidential administrative organizational, communication, planning, and problem-solving assistance and support to the senior department leadership. The role requires high level functioning in balancing complex, confidential, and competing priorities. In this position, you would be responsible for the management of associated logistics, including receiving, triaging, and scheduling multiple requests and opportunities as appropriate to meet the demands of a challenging, diverse and high-volume departmental office. As the first point of contact for the department, this position requires the ability to engage in professional and meaningful communications at all levels. Nature of Work: Reporting to the Department Head, the Administrative Assistant to the Department Head is part of a collaborative and agile administrative team that provides support to the Department of Plant Sciences. This is a high volume, fast paced position involving tight timelines and multiple competing priorities. Working directly with the senior leadership, the incumbent must use their discretion and sound judgment to prioritize meeting deadlines in an environment where there is continuous change, shifting priorities and frequent interruptions. This position works closely with the Department Head in a highly confidential manner to make recommendations and coordinate responses on behalf of the Department Head, communicate to the department on a variety of issues and initiatives, coordinate and manage projects and collaborate with a wide range of stakeholder offices, including but not limited to the to the Dean’s Office, College of Agriculture and Bioresources, and other administrative units. This position requires timely and effective follow-up on decisions with minimal direction, as well as effective and accurate exchange of specialized and complex information to others. Attention to detail is important as the incumbent is responsible for ensuring that department’s responsibilities and project work, under the direction of the Department Head, are completed accurately and in a timely manner. It is also essential to ensure the Department Head and has access to necessary, accurate and timely information. Confidentiality and considerable discretion are required as this position is privy to and works with sensitive, highly confidential information. The ability to trust and maintain positive relationships within and external to the department are critical for this role. Typical Duties or Accountabilities: Provide timely, accurate and pro-active administrative support for all assigned duties such as: reception; scheduling calendars; arranging meetings; distribution of agendas and minutes and ensuring all appropriate parties have required material prior to meetings; responding to telephone, electronic, and in-person inquiries; data entry, managing office filing systems; preparing briefing notes Provide effective and confidential support to the Department Head, including coordinating faculty recruitment (correspondence to applicants and referees, arrange interviews and accommodations). Strategically coordinate, and support, and assist in the analysis and improvement of collegial processes in the department. Effectively analyze, create, and prepare a variety of documents, reports, presentations and packages for the Department Head as required in an accurate and timely manner. Strategically manage assigned workload of the Department Head, establishing standards that provide a balance between meeting and office/work time, reflect realistic priorities in terms of who and when to schedule, and allow sufficient flexibility for shifts in response to the fast paced and fast changing agendas. Represent the Department Head in all contacts, ensuring the right tone and interest are projected, dealing with issues and concerns, and appropriately referring problems related to departmental functioning as they arise Assist Department Head with collegial processes, including CV preparation, case files, annual reviews, and teaching reviews. Assist with the creation, coordination and development of reports, projects and actions within the department’s strategic plan. Work closely with the Department Head to prepare speaking notes, presentations and other such materials. Provide effective, accurate and confidential administrative support to the Department Head including drafting documents, reports, proposals, correspondence, and other operational and strategic documentation. Involvement with and coordination of department strategic planning sessions/workshops/town halls, meetings, and retreats. Effectively manages and prioritizes projects as assigned to ensure completion within an appropriate timeframe. Ensures the timely and judicious articulation of those issues about which the Department Head needs to be aware, and/or which the leadership can alone address or refer. Provide support to direct requests and queries appropriately and track and follow-up requests to ensure timely responses are provided and issues are resolved. Works with other administrative staff to effectively streamline operational practices and procedures within the unit. Provide administrative support to committees as assigned and arrange travel and track expenses as required. Models a positive, professional, productive and collaborative work environment in the unit. Exercises sound judgment, confidentiality and discretion. Other duties as assigned Education: An undergraduate degree in business, office administration, or a related field is preferred. However, a post-secondary certificate in office administration or a related field may be considered, as may a combination of education and experience. Experience: A minimum of 5 years of progressively responsible experience providing administrative, communication and other support to administrative leadership. Experience in in a university environment would be an asset. Skills: Demonstrated ability to work effectively and discreetly with confidential and sensitive information is essential Exercises sound judgement in decision-making and problem solving to ensure priorities and deadlines are met High attention to detail, proactive, proficient organizational skills with demonstrated ability to deal effectively with multiple, possibly conflicting, priorities that originate from a variety of sources, in order to meet deadlines; Models a positive, productive, and collaborative work environment in the team Shares knowledge appropriately to allow fully informed decision making by colleagues and leadership of the department Projects high standard of professional integrity and proficiency in all aspects of administrative activity Effective and exemplary interpersonal and communication skills (both oral and written) resulting in the ability to develop and maintain positive and professional working relationships with a wide variety of individuals Analytical and problem-solving abilities, particularly where there are no pre-existing processes or precedents Works both independently and as an effective team member Maintains the ability to learn new tasks in a fast-paced environment Demonstrated proficiency with Microsoft Office applications, electronic calendaring systems