Executive Assistant, Office of Vice Dean Indigenous Health

**Executive Assistant, Office of Vice Dean Indigenous Health**:
The Office of the Vice Dean Indigenous Health (OVDIH) is a unit within the Dean’s Office at the College of Medicine primarily responsible for positioning the College of Medicine in a place of prominence to achieve its long-term Indigenous health strategies. The work of the office will be informed by ohpahotân/ oohpaahotaan - the Indigenous Strategy, the Truth and Reconciliation Commission of Canada: Calls to Action as well as the mission, vision, principles, values and strategic plans of both the university and college.

The office also works closely with the Department of Indigenous Health and Wellness (DIHW), and Division of Social Accountability to advance teaching, research, and service ecosystems to meet community priority health needs.

The office supports a coordinated approach to community engagement for priority projects of the college and works collaboratively across the college and provincial health system to ensure the high-level aspirations of the college and departments related to Indigenous Health, Equity, Diversity and Inclusion, and Social Accountability strategy are met. Indigenous-led establishment of partnerships through respectful community engagement protocols that reflect the diversity of the population, building access to networks of community partners, and determining respectful sustainable resource strategies, will be the distinctive work of the office and department.

**Primary Purpose**: To provide confidential and high-level executive support to the Vice Dean Indigenous Health (VDIH), the Indigenous protocol and relations specialist, and the Manager, OVDIH with a focus on ensuring the efficient functioning of the Vice Dean’s portfolio, timely and effective follow-up of decisions, operational issues and general administrative support to the initiatives led and supported by the Office of Vice Dean Indigenous Health with mínimal direction. The role is also responsible for coordination and mentorship of clerical staff within the office.

**Nature of Work**: Reporting to the Manager, OVDIH and working closely with the Vice Dean Indigenous Health (VDIH) and OVDIH team, the executive assistant is part of a collaborative, agile and cross-functional provincial team that supports the VDIH in facilitating the delivery of the indigenous health, equity, diversity and inclusion and social accountability strategy within the College of Medicine.

- Considerable discretion is required as the position is privy to, and works with, sensitive, highly confidential information including but not limited to confidential labor relations information and confidential personnel files and human resources information
- In conjunction with the Manager, OVDIH, this position is the first contact point and resource for queries, concerns and issues incoming to the Vice Dean’s portfolios and provides expert triage in dealing with, or referring a broad spectrum of issues across all levels of the portfolio
- Establishing and maintaining a high-level of professional relationships, internal and external, that support exceptional collaboration and problem solving, and the ability to exercise professional judgement to make recommendations and decisions regarding issues or special assignments is essential
- This position works under pressure with limited general supervision in a fast-paced and high-volume office; dealing with competing deadlines, multi-tasking, and an environment of constant change is expected
- Full discretionary decision-making is often required, and judgement is used to determine the appropriate guidelines and procedures. Impact of error is high as the position is solely responsible for ensuring day-to-day work is completed accurately, and information provided to others, both on and off campus, is correct
- This position will regularly interact with a diverse group of individuals including physicians, faculty, staff, and learners

**Typical Duties or Accountabilities**:

- Effectively representing the Vice Dean in all contacts, ensuring the appropriate tone and interest are projected, dealing with issues and concerns, and solving or referring problems as they arise
- Ensures communications from the OVDIH to Indigenous community members and leaders are conducted in a respectful and effective manner
- Ensure efficient, accurate, and confidential support to the Vice Dean and Manager, including developing agendas and background material; conducting research, analyzing materials, and producing and/or participating in the development of reports and papers; preparing meeting summaries, background papers, and correspondence
- Strategically managing the Vice Deans' schedule, establishing standards that provide a balance between meeting and office/work time, reflects realistic priorities in terms of whom and when to book into the calendar, and allows sufficient flexibility for shifts in response to fast-paced and fast changing agendas
- Provides hig