Executive Assistant to the Provost and AVP - Jobs in Regina, SK

Job Description

Faculty/Department Provost Office Unit AVP (Academic) Office Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family N/A Category Staff Number of Vacancies 1 Position SummaryPrimary FunctionThe position provides, directs, and co-ordinates detailed and well organized administrative support in areas of critical significance to the academic management of the University of Regina, and is central to the success of the Office of the Provost and the Executive Offices as a whole. The Executive Assistant serves a critical role in animating the efficiency and effectiveness of the Provost and Vice-President (Academic) office. She/he is responsible for a broad and complex set of assignments related to the duties and responsibilities in support of the Provost. S/he performs a liaising and diplomatic role on behalf of the Provost to a variety of constituents, both internal and external, including Government officials, senior University leaders, faculty and staff, alumni and other constituents.The incumbent is required to maintain a current understanding of the Provost’s priorities and expectations to accurately coordinate and prioritize the Provost’s schedule, and to ensure that the Provost is briefed and prepared for meetings and events. Key to this role is the ability to anticipate the Provost’s needs and proactively solve problems and/or independently handle issues.Position reports to: Provost and Vice-President (Academic)Specific Accountabilities:Manage the Provost’s calendar so that it is up-to-date and accurate. Plan schedules for daily appointments and periodic meetings that provide sufficient time for and between activities; carry out general policies and criteria set by the Provost; prepare background materials for meetings, including directions; handle requests for meetings with discretion; and engage with all office staff professionally, tactfully and respectfully as a team.Schedule and manage the Provost’s meetings with UET, Deans, SLT, faculty members, senior staff, outside stakeholders, others as requested. Negotiate best times, send out information to external guests, and prepare agendas, backup documents, and other materials.Manage with discretion and tact telephone calls and emails, meeting requests, visitors and incoming/outgoing mail for the Provost. Determine their nature, handle personally, or refer as appropriate to others.Anticipate and resolve conflicts and complications with the Provost’s schedule and/or priorities. Monitor scheduled appointments for the coming week/month and appraise Provost of any changes, confirming as appropriate with all involved. Provide briefings related to upcoming meetings to Provost as needed.Coordinate the Provost’s schedule for maximum efficiency and productivity each day and meet regularly with the Provost to review and follow-up on a variety of items. Assist with Provost’s correspondence and presentations. Using knowledge of Provost’s contacts and activities, compose, edit, and proofread timely correspondence for the Provost’s signature. Conduct quality review of materials prepared by others for the Provost’s review or signature. Proofread the work of others before submitting to the Provost.Assists with university-wide projects/events, committees (Deans’ Council, PACS, decanal searches), task forces, etc. Collaborates with committee members to provide procedural information/directions at all stages. Supports the Provost as the chair of committees as well as its members with scheduling, development and distribution of relevant materials including committee agendas, minutes, itineraries, guest travel arrangements and accommodations. Where needed and necessary, play a leading role in these committees offering expertise, assistance, and help where it is not expected. Be responsible for providing back-up support to staff members’ regular meetings.Coordinate with the Provost and take appropriate action on items resulting from meetings, communications, and other opportunities. As requested by the Provost provide coordination, guidance, functional leadership and/or general assistance to selected projects and committees.Monitor and organize the Provost’s email and other correspondence as needed and as appropriate.This position is responsible for ensuring that all written communications representing the Office of the Provost have been proofread such that content is free of typographical, grammatical, spelling, punctuation, syntax, formatting and other such errors.Coordinate the Provost’s travel. Schedule travel in coordination with other departments as needed. Make conference, travel and hotel arrangements in an efficient manner following all relevant University policy on travel, accommodations, and expenses. Ensure that Provost’s travel is well organized, allocates time reasonably and maximizes the effectiveness of the trip. Prepare detailed travel itinerary conveying accurate information to the Provost, including information about appointments, research reports on individuals, and travel directions. Produce quarterly travel reports accurately and in a timely manner.Attend select meetings with the Provost to stay abreast of and prioritize issues.Research and monitor pending issues for follow-up and develop agendas for future meetings.Monitor relevant webpages, updating and maintaining them as needed and/or necessary.Maintain the Provost’s Office’s Records and Information Management (RIM) file system and act as the Designated Records Officer (DRO) for the Office. Attend and actively participate in DRO meetings and bring relevant information back to the necessary parties/individuals.Participate and engage in other committee meetings as assigned and act as an advocate and/or voice for the Office in a tactful and respectful manner.Organize and review documents. Monitor expenditures and keep accurate expense records, including reporting/reconciliation of all funds and accounts for which the Provost is responsible; identify and resolve any discrepancies.Assist with the preparation of reports to various administrative and council committees. (e.g., Board of Governors, Executive of Council, briefing notes for government official visits etc.)Provides confidential support and maintain files and general office procedures for the Office of the Provost. Handle sensitive and confidential materials.Coordinate processes with Human Resources with respect to President’s Advisory Group on Faculty Appointments.Perform other duties as assigned.Position Requirements

• At least 5-7 years of progressive responsible experience in a senior executive administrative position; at least 5 years of relevant experience in a post-secondary institution or similar setting is an asset.
• Knowledge of University administrative practices, policies and protocol.
• Demonstrated extensive senior-level administrative experience.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Demonstrated performance of quality and accurate work, successfully meeting all deadlines.
• Superior written and verbal communication skills including careful proofreading.
• Demonstrated record of superior organization and time management.
• Ability to use a high level of discretion and maintain confidentiality.
• Demonstrated ability to cultivate positive working relationships with of all levels of internal and external constituencies.
• Demonstrated budgetary acumen and careful oversight of funds and budgets.
• Demonstrated good judgement, independent initiative, and the ability to adapt to changing priorities.
• Ability to multi-task, adapt to changing priorities with demanding time frames.
• Advanced computer skills and demonstrated experience with office software and email applications.
• Ability to lead and engage with office staff and others professionally, tactfully and respectfully while meeting goals, timelines and expectations of others.

Physical Demands Pay Grade OOS 4 Salary Range $57,329 - $85,992 Annually Status Permanent Work HoursMonday – Friday 8:15 – 4:30Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting Target PostingContact InformationJob Open Date 01/14/2022Job Close Date 01/23/2022Open Until FilledSpecial Application InstructionsApplicants must submit a cover letter and an updated resume that clearly states how they meetthe posted qualifications.Diversity 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 20220011A/SQuick Apply

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