Executive Assistant to The Avp Research + Dean

**Job Title**
- Executive Assistant to the AVP Research + Dean, Faculty of Graduate Studies**Permanent Full-Time Excluded Position**

**8:30am to 4:30pm / Monday to Friday**
**(Telecommuting Options Available)**

**Grade 5 ($61,316 to $81,755 per annum)**

Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.
- The Executive Assistant is responsible for providing professional and confidential executive level administrative support, working independently to balance priorities and workflow across Research and Graduate Studies portfolio. The Executive Assistant develops, implements, and improves administrative systems that reflect best practices in records management of confidential and high-impact reports and documents under the purview of the Office of the Associate Vice-President, Research and Dean of Graduate Studies. In addition, the Executive Assistant provides general office management and administrative coordination across and between Research and Graduate Studies.

**Benefits of Joining the Emily Carr community**:

- Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
- Membership in the College Pension Plan.
- Access to personalized telecommuting options.
- Competitive vacation and Professional Development benefits.

**Some Typical Duties**:

- Acts as liaison between the Associate Vice-President, Research + Dean, Jake Kerr Faculty of Graduate Studies and both internal and external contacts, including students, staff, faculty, ministry officials, and universities.
- Develop, maintain, and improve administrative workflows and systems related to the day-to-day and strategic operations of research enterprise and graduate studies.
- Represent the Associate Vice-President as needed in external and internal meetings when assigned.
- Screens and reviews incoming inquiries for the Associate-Vice President and determines suitable course of action by responding to requests directly or forwarding to the appropriate person.
- Organizes and maintains the calendar and file system of the Associate-Vice President. Schedules meetings by optimizing utilization of available time, identifies and prioritizes requests, negotiates and resolves scheduling conflicts, and books meeting resources as needed. Maintains filing system, workflow, and protocols for data management.
- Provides administrative support to meetings and various committees, including arrangements, assembling materials, attending and taking minutes, and following up on action items.
- Plans, prepares, and assists with a variety of events, receptions, conferences, and visits.
- Develop and manage timelines and deliverable schedules within the research and graduate portfolio. Facilitate project advancement by proactively following up with team members to ensure the timely completion of key tasks including grants, reports, and working committees
- Makes travel arrangements, including air travel, accommodations, and itineraries.
- Provide day to day oversight and administration of the budget and any special funds allocated for the Office of the AVP, Research + Dean, Graduate Studies. Monitors and tracks the budget development and expenditures and supports the AVP, Research + Dean, Graduate Studies in budget forecasting and reconciliation.
- Facilitates authorization of expense reimbursements and invoices with Financial Services. Process expenses and provide budget updates to the AVP, Research + Dean, Graduate Studies and reporting required by Financial Services.
- Composes and prepares confidential correspondence, memoranda, reports, and other documentation using information compiled from various sources, and distributes them on behalf of the Associate-Vice President.
- Provides general office management and administrative coordination within Research and Graduate Studies. Develops service standards and initiates and maintains office practices.
- Participate in cross-training with team members from Research and Graduate Studies and assist them with responsibilities of similar nature as directed by the AVP, Research + Dean, Graduate Studies.
- Undertakes special projects, research, or other related responsibilities as assigned by the AVP, Research, and Dean, Graduate Studies.
- Fosters a culture of Justice, Equity, Diversity, and Inclusi