Executive Assistant to the Provost and Vice-President (Academic) - Jobs in Calgary, AB

Job Description

Position OverviewThe Office of the Provost and Vice-President (Academic) is currently seeking a Full-time Regular Executive Assistant.Reporting directly to the Executive Director with an indirect reporting relationship with the Provost, the Executive Assistant holds a high-profile position where consequences of errors have significant reputational impact on the Provost, the Provost Office, and the institution. The position of Executive Assistant is responsible for the efficient and effective high-level administrative support for the Provost and the Provost Office. This role has specific responsibility for calendar management for the Provost. It deals with highly confidential materials and requires strong skills for the effective management of information both internally and externally.The incumbent requires a comprehensive understanding of the Provosts priorities, portfolio and commitments as well as expert knowledge of university-wide practices and policies, the complexities of the Universitys organizational structure and a clear understanding of the role of the Provost Office in achieving the Universitys vision. They are the first point of contact, liaising with key internal and external stakeholders.The role of the Executive Assistant involves very high work volume and requires the ability to meet numerous deadlines and to keep a balance with competing deadlines. It requires both the flexibility and the willingness to adapt to regular changes in schedules and shifting priorities in a fast-paced environment.The nature of the work performed provides an opportunity for the incumbent to demonstrate problem-solving abilities and increasing responsibility through initiative, self-motivation, and professional development. The incumbent serves as a resource and role model to others in the performance of their duties.Please note this position works in the Administration Building on main campus and is not remote.The Executive Assistant is responsible for providing senior-level administrative support to the Provost in all areas included in the mandate of the Provost Office. The position interacts positively with the Senior Leadership Team, Deans, students, faculty, staff, donors, community members, government officials, potential faculty, and others within the provincial, national and international post-secondary system. The ability to think and act strategically regarding operational aspects of information flow and its dissemination with regards to the Provost is critical.The position is responsible for the management and oversight of the Provosts schedule, allowing the Provost to focus on strategic leadership and institutional matters. A key position in the support of the Provost, the Executive Assistant manages the Provosts electronic calendar and works closely with the Executive Director and other members of the Provost Office team in the support of the activities and priorities of the Provost. In addition, the position is responsible for the coordination of travel arrangements, expense reporting (including disclosure) and the reconciliation of month end financial reports.Position DescriptionSummary of Responsibilities (job functions include but are not limited to):

• Serve as the first point of contact for the Provost Office.
• Manage the schedule of the Provost. Coordinate all required meeting documentation, speaking notes and briefing material for all meetings and events.
• Respond quickly and efficiently to last minute scheduling changes.
• Handle a large volume of meeting requests (via telephone, e-mail, and in person with great sensitivity, tact and efficiency despite continuous interruptions).
• Work strategically with others in the Provost Office to coordinate and plan the Provosts schedule to ensure successful alignment with priorities.
• Coordinate and oversee all of the Provosts travel arrangements.
• Act as liaison for the Provost in making calls, securing appointments, and relationship building with internal and external stakeholders.
• Manage the Provosts schedule of meetings, events, travel, etc. to ensure that the Provost is fully prepared and briefed for meetings and phone calls.
• Coordinate competing demands on the Provosts time by providing options and recommendations
• Work closely with the Executive Director and Provost Team to ensure the success of the Provosts priorities.
• Meet regularly with the Provost and Executive Director to work on meeting agendas, priorities, and planning.
• Provide logistical support for retreats and planning meetings for the Provost Team, Deans Council, and Extended Deans Council.
• Manage highly confidential personal information and correspondence between Labour Relations and Legal Services.
• Serve as primary administrative support to the Crisis Management Team (chaired by the Provost).
• Prepare letters/memos/communications as requested by the Provost. Collaborate and coordinate with other ELT offices regarding the dissemination of communication and announcements from the Provost Office.
• Manage and co-ordinate welcome and farewell events, retreats, town halls and other events as hosted by the Provost.
• Work independently on specific projects and assignments; identify and respond to priorities of the Provost Office; ensure the Provosts project objectives are met within set deadlines.
• Maintain files for the Provost, adhering to university policy in the storage and retention of information.
• Attend regular meetings of the Provost Office Support Team.
• Work with the Provost Office Support Team to create and implement necessary processes and procedures which further the mandate of the Provost Office and the Universitys vision.
• Provide back-up administrative support as required during colleagues absences and vacations.
• Support the Executive Director in managing the mailman lists for deans, associate deans, and department heads.
• Demonstrate initiative and flexibility in developing and changing processes, policies and practices when needed. This role depends on diplomacy, foresight and sound judgment.

Qualifications / Requirements:

• Completion of University degree.
• Minimum 5 years experience in progressively responsible administrative experience, with the ability to work independently within a large institutional environment with a variety of groups.
• Proven ability to work collaboratively with senior administrators and with team members from a variety of disciplines.
• Superior analytical reasoning and organizational skills.
• Skill in problem solving and excellent oral and written communication skills.
• Ability to provide a high level of tact and professionalism.
• Ability to act decisively and to exercise a high degree of initiative and judgment.
• Superior proficiency in Microsoft Office.
• Expert knowledge of University governance, organizational and committee structures (including the decision-making process and areas of jurisdiction within the University).
• Thorough knowledge of university-wide practices and policies and an understanding of the complexities within the university.
• Training and experience in special event and strategic planning.
• The ability to communicate knowledgably with internal stakeholders at all levels of the institution as well as various external stakeholders such as the Alberta government is critical.
• Excellent listening, oral communication, and organizational skills.
• Ability to act decisively and to exercise a high degree of initiative and judgment.
• Understands need for discretion with confidential materials and UCLASS file management and archiving.
• Ability to work independently and yet be a dedicated and committed team player.
• Ability to respond quickly and efficiently to shifting priorities.
• Superior analytical, problem-solving and organizational skills with an excellent ability to multi-task and delegate when appropriate.

Application Deadline: June 21, 2022We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.Additional InformationThis position is classified in the Operational and Administrative Support Career Band, Level 4 of the Management and Professional Staff Career Framework.To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.About the University of CalgaryThe University of Calgary is Canadas leading next-generation university - a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nations most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canadas top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.Quick Apply

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