Executive Assistant

**Executive Assistant**:
**Primary Purpose**: This position will provide confidential and high-level support to the Associate Dean and the Director of the School of Rehabilitation Science. The position will be instrumental in providing administrative support to allow SRS senior leadership and the administrative team to function effectively, aiding in all aspects of program management, in keeping with the School of Rehabilitation Science’s (SRS) strategic priorities.

**Nature of Work**: The Executive Assistant (EA) reports directly to the Associate Dean and the Director, and will interact with a diverse group of individuals including faculty, students, staff, clinical partners, and other stakeholders. Establishing and maintaining relationships that support collaboration and problem solving, is essential for success in this complex position. The EA will be expected to provide leadership and oversight to administrative staff and collaborate with faculty and staff to ensure effective management of projects, communications, and activities. The EA will be required to work in a complex and ever-changing environment, adapting to shifting priorities and timelines, and frequent interruptions. Considerable discretion is a requirement, as this position is privy to, and handles, highly sensitive and at times confidential information. The ability to exercise professional judgment to make recommendations and decisions, with confidence, regarding issues or special assignments, is essential. The incumbent is responsible for ensuring day-to-day work is completed accurately and information provided to others, both on and off campus, is correct.

**Accountabilities**:
**Administrative Responsibilities**
- Effectively represents SRS senior leadership in all contacts, ensuring the appropriate level of professionalism, tone and interest are projected, dealing with issues and concerns, solving, or referring problems as they arise.
- Provides confidential, comprehensive, effective, and efficient administrative support to the Associate Dean and Director.
- Ensures priorities and deadlines are met, and that correspondence is handled accurately, efficiently, professionally, and confidentially.
- Uses judgment, confidentiality and discretion when handling sensitive issues.
- Preparing, gathering, and relaying confidential information and material on a regular basis.
- Typing, formatting, copying, and distributing files and retrieving correspondence, reports, and documents of a routine or confidential nature.
- Strategically managing the Associate Dean and Director’s schedules.
- Oversees School reports; initiates, drafts, for the Director and/or the Associate Dean.
- Oversees central administrative responsibilities such as filing (Jade), facilities (Office assignment/furniture), staff onboarding, and equipment and logistics issues.
- Oversees Administrative policies.
- Completes and is accountable for content in major reports such as Part-Time Teaching Support, Financial Reports, and Accreditation reports.
- Assists and keeps records of Clinical Faculty appointments related to Faculty Council
- Coordinates and/or assists with special projects as needed.

**Supervisory Support**
- Acts as the people leader for administrative staff, strategically managing SRS administrative support, including regular performance reviews and oversight and assignment of work duties including but not limited to:

- expense reporting and submission, meeting support (minute taking/follow up).
- assigns duties to support other committee work including Awards, Clinical Education, and Curriculum.
- Assists with employment hiring process and orientation for new staff.

**Financial Responsibilities**
- Provides effective administration of the School's financial resources; manages School operating budget and other financial accounts.
- Manages capital equipment funds and ensures purchasing and other funding deadlines are met.
- Prepares material needed to assist the Associate Dean and/or the Director with budget submissions related to the operations of the School.
- Manages budget allocations, revenues, and expenditures effectively.
- Advises the Associate Dean and Director on budget matters and advises on best practices.
- Prepares budget reports for the Associate Dean and Director.
- Manages all purchase orders, invoices, cheque requisitions, P-card procurement, invoices, journal vouchers, etc. and all money transactions for the School.
- Manages all administrative work required for part time teaching services, e.g. proposal of part time hours; collation of teaching hours; invoicing; payment of teaching hours for PT Clinics and clinicians in the community.
- Provides oversight for payroll for PT students, honorariums, and others.
- Collaborates with College of Medicine Manager and Financial unit regarding management of financial resources for the School.

**Human Resource Responsibilities**
- Assists the Director with search committee support for recruitment