Executive Assistant - Jobs in Regina, SK

Job Description

Faculty/Department Johnson Shoyama Graduate School Unit Johnson Shoyama Graduate School Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family Category Staff Number of Vacancies 1 Position SummaryPosition Summary:As a member of the Executive Team, Executive Assistants work directly with the Executive Director, Directors, and Administrative Manager providing executive-level administrative support to ensure the Director’s fulfillment of the day-to-day responsibilities and commitments. Responsibilities are of a complex and highly confidential nature.Johnson Shoyama Graduate School of Public Policy is a Joint Collaboration of the UofR and the University of Saskatchewan. This collaboration adds a level of complexity to the duties of the EA position at JSGS. The EA must successfully build strong working relationships with not only the UofR staff, students and Faculty but equally strong relationship with the JSGS USask, staff, students and Faculty. This relationship building relies heavily on strong interpersonal skills, use of technology and very strong communication and organizational skills. The joint school model necessitates learning as much information about the functions and governance of the USask as the UofR. The EA of JSGS must build equally good working relationships with the Executive Leadership at both campuses; such as the President’s office, Provost’s offices, Faculty of Graduate Studies, VP Research office and many other faculties and centres.To be successful, the JSGS EA must build strong relationships with diverse academia, the public service, non-profit organizations, industry, other Schools of Public Policy, JSGS alumni, First Nations, and Centres for Excellence in Saskatchewan and across Canada. The EA position is very important in assisting the Executive Director and the JSGS leadership team in building and maintaining these relationships.Primary Responsibilities:

• Responsible for a wide range of complex administrative and operational tasks, such as:
  • General office management – reception duties; effective management and prioritization of correspondence; edit/compose key communications; respond to phone and email inquiries; maintain filing system ensuring confidential handling of administrative and personnel documents; administration of recruitment process; bring forward items as appropriate to ensure deadlines are met; provide information on policies and procedures.
  • Manage logistical arrangements for events such as guest speakers and faculty forums; make travel arrangements.
  • Administer and reconcile purchasing requisitions, expenditures and receivables, develop budget reports, and assist in budget planning process.
  • Enter electronic payroll information in Banner.
• Serve as the primary contact and information source for the Director’s activities, such as:
  • Manage the Director’s calendar and incoming emails and correspondence while exercising a significant degree of judgment and discretion to appropriately handle highly sensitive and confidential information and issues (e.g. Budget matters, student issues, human resources matters such as discipline or grievances, program review/strategic planning matters
  • This position sees/handles much of the same information as the Director and must be able to ensure confidentiality of all information and matters associated with the Director’s Office.
• Manage/oversee or participate in projects such as:
  • Annual performance reviews, tenure application process, student evaluation process, accreditation process, sessional appointments, annual faculty/unit reviews, strategic planning, program reviews, and annual reports.

Position RequirementsPosition Requirements:

• Requires a minimum of successful completion of a recognized administration course or equivalent with five years of directly related experience. Completion of at least some undergraduate university courses is preferred. An equivalent combination of education and experience may be considered.
• Ability to recognize sensitive situations and exercise a considerable degree of judgment and discretion, maintain confidentiality, and respond appropriately.
• Strong interpersonal skills with the ability to maintain effective working relationships and deliver excellent customer service to all clients.
• Effective and professional oral and written communications skills. Ability to promote and maintain a positive image and reputation for our programs/faculty.
• Experience in organizing meetings, developing agendas, and taking minutes.
• Experience in managing and organizing a complex executive calendar.
• Demonstrated proficiency in the use of Microsoft Office (Word, Excel, and Outlook or GroupWise) and complex databases such as Banner, FAST, E-recruit, DCU. Ability to use online document sharing systems such as Google Docs.
• Experience maintaining complex filing systems (paper and digital records).
• Ability to organize many tasks and meet deadlines while maintaining accuracy and attention to detail.
• Ability to define problems, analyze, and interpret information in order to identify possible solutions and provide recommendations.

Physical Demands Pay Grade OOS 4 Salary Range $57,329 - $85,992 Annually Status Permanent Work HoursRegular hours of work from Monday to Friday, approximately 8:30-4:30 occur, although flexible hours may be required at certain times of the year. Some evenings and weekendsDuration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting Target Posting Not TargetedAdditional InformationContact InformationJob Open Date 06/17/2022Job Close Date 06/23/2022Open Until Filled NoSpecial Application InstructionsDiversity StatementThe University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University’s employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.Competition Number 20220175A/SQuick Apply

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