Executive Assistant to the Associate Vice-President Facilities - Jobs in Saskatoon, SK

Job Description

Competition NumberP11821Posting TitleExecutive Assistant to the Associate Vice-President FacilitiesClassificationBand 5LocationSaskatchewan Polytechnic Saskatoon CampusOther Location(s)Saskatchewan Polytechnic Saskatoon CampusBuildingSaskatoon Campus, Idylwyld Dr.Other BuildingDate Posted09/15/2021Closing Date09/29/2021JIQ #Start Date09/15/2021End DateOpen Until FilledNoOngoingYesCategory of workFull TimeBargaining UnitOOSHours of WorkOOS (Typically M–F/core hours)Salary RangeAs per Out of Scope salary gridTemporary Market StipendIncumbentTotal Assigned days (AC) / Total Hours per biweekly payMonday to Friday (core hours)75 hours bi-weeklyPosting StatusOpenFor information regarding Saskatchewan Polytechnic’s COVID-19 protocols and vaccination requirements, please visit https://saskpolytech.ca/coronavirus/FAQs.aspx#COVID-19%20FAQs.Job Duties/Qualifications, Skills and Abilities(QSA)Job DutiesThe executive assistant is accountable to the associate vice-president, facilities, for providing senior level administrative support to all functions of the office of the associate vice-president as well as support to the director. This position manages the operational aspects, and oversees the general supervision and direction of the office of the associate vice-president, coordinating its activity and interacting with a wide range of internal and external stakeholders. The executive assistant acts as a project manager by deploying resources, leading activities and realizing the goals of the office of the associate vice-president.The executive assistant has considerable discretionary judgment, manages sensitive and confidential issues and works under pressure in a fast-paced environment as various and ever-changing deadlines are constant. The executive assistant has a highly developed sense of responsibility and ensures work is completed with minimal direction as the associate vice-president spends a considerable amount of time away from the office.Located at our Saskatoon campus, the executive assistant acts as a key contact between the office of the associate vice-president and internal and external stakeholders sharing information and resources to all parties.The executive assistant understands the institutional, divisional, academic and administrative structures of Saskatchewan Polytechnic including lines of authority, communication and reporting. On occasion, the executive assistant travels to various locations across the province to provide support for the division.Specific AccountabilitiesThe executive assistant provides administrative support to assist the Facilities division.Duties1. Administrative Management

• Manage and coordinate the day-to-day operational administration and support for the associate vice-president’s office.
• Manage the office of the associate vice-president’s frontline contact with various stakeholders, and coordinate calendar scheduling to ensure appropriate time management.
• Summarize the needs of parties requesting time and gather necessary material to ensure the associate vice-president and other senior managers are adequately prepared for meetings.
• Research, draft, review and coordinate reports, proposals, policies, position descriptions, communications and presentations initiated by the associate vice-president directed towards various internal and external stakeholders.
• Research, gather, compile, prepare, format and/or proofread material for publication as required.
• Support the management and coordination of the President’s, VP’s, and AVP, facilities’s portfolio.
• Format and proofread proposals and/or documents
• Format, proofread and/or distribute news releases, media advisories etc.
• Coordinate the purchase of Saskatchewan Polytechnic promotional items.

• Coordinate deadlines for proposals and reports.

• Manage and coordinate file and electronic information and retention systems for the division.
• Communicate institutional policies and procedures within the division.
• Manage the information flow of notes and materials resulting from meetings and organize these materials, coordinating scheduling of time and appointments to accomplish goals set in meetings.

2. Strategic Project Management

• Provide administrative direction and implement processes to increase efficiency for all functional areas within Facilities.
• Assist with the collection, integration and dissemination of the Saskatchewan Polytechnic operating and capital budget submissions and related multi-year business plan.

3. Relationship ManagementInternal

• Build and maintain relationships among the offices of the president; provost & vice president, academic; CFO & vice president, administrative services; vice-presidents; deans; board of directors and other members of senior management to ensure high quality and consistent services.
• Establish and maintain effective interaction with members of the facilities division and staff of other divisions/departments on all matters.
• As an initial point of contact for the office of the associate vice-president, anticipate potential problems, act to field concerns and resolve difficult situations including sensitive issues requiring absolute discretion while maintaining effective rapport with internal and external parties.
• Maintain confidentiality in all communications with additional sensitivity utilized in instances of forthcoming organizational changes which have potential to impact staff and/or their respective conditions of employment.

External

• Provide effective interaction with various external stakeholders such as government and non-government agencies; other educational institutions; business and industry; and the general public; to answer queries or direct stakeholders to the appropriate resource.
• As an initial point of contact for the office of the associate vice-president, anticipate potential concerns, act to field concerns and resolve difficult situations while maintaining effective rapport with external parties.
• Work effectively with service providers to ensure seamless delivery of products and service.

4. People Management

• Ensure a positive, diverse and inclusive work and learning environment.
• Review timesheet submissions as directed by the AVP, Facilities

5. Resource Allocation

• Update and inform the associate vice-president on budget matters by tracking and reviewing budgets for accuracy and presenting reports on an as needed basis.
• Provide budget consultation and support for other Facilities budget unit managers within the division.
• Research and coordinate the division’s submission for financial reporting.
• Develop innovative solutions to resource challenges.

6. Meeting Coordination

• Oversee the development and coordination of all meetings in Facilities including agendas, materials, invitations and response lists, and minute preparation as required.
• Coordinate logistical arrangements to ensure seamless presentation of events as needed.
• Oversee the travel arrangements for guests, the associate vice-president and all other management within Facilities.
• Manage and coordinate membership orientation and renewals as required by the associate vice-president and other out-of-scope management members of the division.
• Manage meeting budgets.

Required Qualifications, Skills and Abilities (QSA)Requirements include a post-secondary diploma or certificate from a recognized business course and a minimum of five years’ experience in an administrative support position with increasingly senior roles. It is necessary to have a high level of computer literacy, be willing to learn new programs and have intermediate knowledge of current Microsoft Office and Adobe Acrobat software. A history of strong organizational skills and budget management are required. Experience at a large publicly funded institution with a dynamic, fast-paced, multi-dimensional environment is considered an asset.Desired QSAJob Type: Full-timeWork Location: Multiple LocationsQuick Apply

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