Executive Assistant – Limited Term

Job title:

Executive Assistant – Limited Term

Company

Ontario Tech University

Job description

Executive Assistant – Limited TermTracking Code: req1438Faculty/Department: Office of Planning and AnalysisNumber of Positions: 1Appointment Type: Limited Term, 19 monthsHours of Work: 35 hours per weekSalary Range: Level 7 – Annual Hiring Salary, $58,329, with annual step progression in accordance with the .Posting Date: January 24, 2025Closing Date: February 6, 2025 (7:00 pm EST)Job Summary:The Executive Assistant provides day to day senior administrative and operational support to the Associate Vice-President, Planning and Strategic Analysis (PSA), and coordination and project support for the units within the Office of Planning and Analysis and Office of the Provost.Responsibility: Senior Confidential Administrative and Operational Support

• Provides a broad range of confidential senior level administrative support to the Associate Vice-President, Planning and Strategic Analysis (PSA).
• Prioritizes and screens matters requiring the AVPs attention.
• When appropriate, resolves issues/concerns and requests and composes responses for the AVPs review
• When appropriate, responds on behalf of the AVP
• Manages a complex and busy calendar and schedule while maintaining a high level of confidentiality and discretion
• Ensures the Associate Vice-President PSA is prepared with the appropriate materials for meetings well in advance
• Provides confidential executive level administrative support to the Associate Vice-President PSA including issues management related to budget decisions, approvals, allocation and redundancies, salary administration, and fact-finding for data in support of academic labour relation issues (e.g. grievances, workforce planning, and/or performance issues)
• Provide meeting and committee support including scheduling, agendas, taking minutes, tracking action items, and assists in the coordination of travel arrangements as required.
• Prepare and assemble documents as required for Associate Vice-President PSA meetings
• Supports Associate Vice-President PSA with development of governance documents for Academic Council and Board related committees
• Determine the nature and priority of incoming documents and requests for the Associate Vice-President PSA; provides direction and information to faculty, staff, students, and external contacts by way of in-person, email, and voicemail enquiries
• Review all incoming materials and requests to determine action, including confidential matters, noting information that requires follow up
• Work collaboratively with the Office of the Provost team on various initiatives, planning items, and projects. Provide back up support for Provost Office administrative staff as required
• Utilize knowledge of the Associate Vice-President PSA and Provost Office and the related operational departments, to ensure administrative priorities within the Office of Planning and Analysis are properly executed
• Drafts materials such as memo, presentations, confidential summaries, and correspondence for Associate Vice-President PSA as required
• Supports the talent acquisition process for the PSA, including working with search committee members regarding detailed applicant information, scheduling of committee meetings and candidate interviews
• Liaises with HR as appropriate to support contract management such as EPAF, attendance, time sheet approval, and onboarding of employees to the department
• Coordinate travel arrangements, including managing registrations, accommodations, logistical arrangements, and preparations of itineraries

Responsibility: Budget Support

• Prepare Associate Vice-President PSA budget memos, or draft Institution presentations as required
• Review and track all incoming requests for Associate Vice-President PSA’s review and approval related in unit budget asks.
• Assist the AVP with the annual budget ask process as required
• Prepares Concur reconciliation and expense claims
• Undergraduate Program Review and Graduate Program Reviews – prepares reimburse out-of-pocket expenses and request honorarium payments as required
• Provide support to the Budget Officer as required
• Acts as proxy for Budget Officer
• Purchases office supplies and equipment for units

Responsibility: Project Support

• Identify, research, and support the implementation of administrative efficiencies and systemization of processes across the institution, in partnership with the Associate Vice-President, PSA, Office of Planning and Analysis, and Office of the Provost initiatives
• Provides administrative support for standing and ad hoc committees, special projects, and events as required including coordinating, scheduling meetings, taking minutes, tracking action items
• Provide coordination and support for cyclical program reviews and new program proposals
• Assist the CIQE team with Coordination of sites visits including agendas, meeting rooms bookings, as required
• Undergraduate Program Review and Graduate Program Reviews – book and coordinate travel arrangements for external consultants

Responsibility: Other duties as assigned

• Other duties as assigned to support the confidential, complex and competing demands of the Office of Planning and Analysis and Associate Vice-President, PSA

Education:

• Completion of a Formal Post-Secondary/College Program of two Academic Years or an equivalent combination of education and related experience may be considered

• Verification of Academic credentials may be required

Experience:

• Minimum of 3-5 years senior administrative experience and experience in coordinating and supporting projects
• Administrative experience in an academic environment, including knowledge of university policies and procedures

Knowledge:

• Experience working with Ontario Tech U systems (FAST, Banner, EPAF, Concur) would be an asset
• Intermediate to advanced knowledge and skills using Microsoft Office software e.g. Word, Excel, Powerpoint
• Advanced knowledge of virtual meeting platforms including Google Meets, Zoom, Teams
• Understanding of budget development, financial record keeping and reporting

Skills:

• Excellent attention to detail, and the ability to manage high volume and multiple demands to maintain a high level of confidentiality while handling sensitive information and exercise appropriate judgement while working with this information
• Positive attitude and an excellent ability to build relationships with multiple teams and stakeholders
• Excellent communication and interpersonal skills, including concise and accurate writing proficiency, editing and proofreading skills
• A demonstrated ability to interact with all levels of staff at the university including faculty, staff and students with tact, diplomacy, and professionalism
• Excellent communication and diplomacy skills
• Ability to read and interpret policies, procedures, relevant guidelines, and other documents, to carry out administrative support functions
• Strong organizational skills
• Ability to work independently and in a collaborative team environment
• Excellent time management skills and the ability to take initiative
• Strong judgment, flexibility and adaptability
• Advanced skills in computer programs such as Microsoft Word, Excel and PowerPoint and have the ability to learn new programs
• Research skill to develop briefing documents on various topic within the Associate Vice-President PSA portfolio

How to Apply:Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until February 6, 2025 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.Ontario Tech University respects people’s different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.If you require accommodation, please contact , Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s .The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.Job Location: Oshawa, Ontario, CanadaExpected Start Date: 3/3/2025Expected End Date: 10/5/2026

Expected salary

$58329 per year

Location

Oshawa, ON

Job date

Sat, 25 Jan 2025 23:48:27 GMT

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