Executive Assistant to The Associate Vice President, Innovation and Research

**Executive Assistant to the Associate Vice President, Innovation and Research**
**COMPETITION NO. AD25-09**

**About Durham College**:
Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the skills and knowledge they need to adapt to the ever-changing workforce.

A leader in innovative teaching and learning, Durham College offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, media, art and design.

Our modern campuses in Oshawa and Whitby offer 145 programs - including six honours bachelor’s degrees and 11 apprenticeship programs - to more than 13,700 full-time post-secondary and 2,300 apprenticeship students. In addition, more than 14,600 students participate in professional and part-time learning. More than 110,500 alumni represent the college, both locally and around the world.

A forward-looking organization committed to collaboration, innovation and sustainability, Durham College is ranked annually as one of the GTA’s Top 100 employers and one of Canada’s Greenest Employers and has been recognized as a Top 50 Research College in Canada, 10 times.

DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.

**Duties and Responsibilities**:
The Executive Assistant supports the Associate Vice President, Innovation and Research (AVP) in their role and execution of their goals and objectives. Under direction from the AVP, the Executive Assistant provides sensitive and confidential administrative and secretarial support to the AVP, requiring thorough knowledge of two departments: the Office of Research Services, Innovation and Entrepreneurship and Corporate Training Services. The incumbent possesses extensive knowledge of procedures and operational details; maintains a network of contacts on campus to assist in obtaining information or seeking services; composes and prepares correspondence using a high level of judgment and discretion in content and style; performs complex and highly responsible office support work requiring independence, initiative, and discretion; interprets policies and administrative procedures; performs a variety of coordination and research functions; and performs related duties as assigned. The incumbent has strong attention to detail; exceptional organizational and interpersonal skills; the ability to be flexible and balance competing priorities; and the ability to handle confidential and sensitive issues exercising good judgement in decision making.

**Administrative support to the AVP, Innovation and Research**:

- Provide confidential administrative support to the AVP in performing duties of an advanced, complex, and sensitive nature.
- Draft and prepare memoranda, correspondence, reports, presentation materials, forms, and other documents ranging from routine to complex; proofread and check materials for accuracy, completeness, and compliance with College standards, policies, and procedures.
- Process forms to ensure compliance with College policies e.g. Salary Allocation and Position Approval forms, Contract Authorization and Risk Assessment forms, Professional Development request forms, business and travel expense forms, competition summary forms, and the like.
- Establish and maintain a database of administrative employee performance appraisals; compile individual administrative staff performance objectives for ease of tracking and monitoring.
- Prepare and track confidential employee documents, including performance appraisals, merit increase reviews, leave requests, and disciplinary actions.
- Prepare final draft of reports or correspondence ensuring consistent format, correct grammar, structure of ideas and clarity of writing.
- Assist with the recruitment process for positions reporting to the AVP.

**Scheduling and calendar management**:

- Coordinate the AVP calendar and appointments, rescheduling meetings as necessary to make room for urgent needs.
- Liaise with team members to review request for meetings with external partners, both on
- and off-campus.
- Gather necessary supporting documents for meetings and events.
- Book travel arrangements in accordance with College policies.
- Manage requests from internal and external stakeholders for tours of the Centre for Innovation and Research.
- Reserve CIR meeting rooms and send meeting invitations.
- Manage college-wide rese