Executive Assistant to Associate Deans and External Chairs
Department: College of Law, Dean’s Office
FTE: 1.0 FTE
Status: Permanent
Competition No.: 13048-M
Salary Information: The salary range is $44,873 to $70,115 per annum (Specialist/Professional, Phase 1). The starting salary will be commensurate with education and experience.
Primary Purpose: To provide confidential and high-level administrative and communication support to and for the Associate Deans, external Chairs, other executives within the Dean’s Office. The position will prepare presentations, monitor and draft correspondence, proof-read and edit correspondence/reports and to strategically manage the Associate Deans schedule. The position is also responsible for providing confidential administrative support to various committees. The EA works closely with the Associate Deans to investigate and resolve issues, make recommendations and coordinates responses on behalf of the Associate Deans and/or Dean or committee chairs; communicates to the college on a variety of issues and initiatives; establishes timelines, workflow and collaborates with a wide range of stakeholders across the university as well as external organizations.
Nature of Work: Reporting to the Director of Administration, this position interacts with a diverse group of individuals including university faculty, students, staff, and the public. The incumbent exercises discretionary decision making and decisions according to established policies. The work encompasses a broad range of complex duties and processes that involve deadlines, peak periods, requires attention to detail, and situations that requires both the ability to work independently as well as part of a team. It is a high volume position that requires the ability to work in a fast-paced environment, subject to multiple, conflicting deadlines and priorities, with frequent interruptions. Impact of error is high as the position is solely responsible to ensure work is completed accurately and information provided to others is correct. It is expected that the incumbent will have excellent interpersonal skills, attention to detail in maintaining records and correspondence. The work area is shared with other administrative staff in the Dean’s Office. All staff work independently in addition to working as a team to provide administrative services to the Dean’s Office. There will be, on occasion, a requirement to attend meetings after regular business hours.
Accountabilities:
Administrative
- Provides effective administrative and communication support for the Associate Deans such as presentations, monitoring and drafting correspondence; strategically managing the Associate Deans schedules and proof-reading and editing reports
- Provides effective administrative and communication support for the external Chairs such as presentations, monitoring and drafting correspondence; strategically managing the Chairs schedules and proof-reading and editing reports
- Provides effective and efficient committee support to the Associate Deans and internal and external committees
- Provides administration for the College of Law graduate program in collaboration with the Associate Dean Graduate Studies & Research
- Coordinates and works closely with the Associate Dean Academic on any misconduct cases
- Ensures that work performed is completed within deadlines, by ensuring a clear understanding of the required deadlines and effectively setting work priorities
- Ensures the timely and judicious articulation of issues about which the Associate Deans, committee chairs or leadership team needs to be aware
- Ensures the Associate Deans, External Chairs and College are effectively represented in all contacts, ensuring that the right tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise
- Exercises sound judgment, confidentiality and discretion
- Effectively manages assigned projects by taking responsibility for outcomes
- Provides effective assistance to and coverage for the Executive Assistant to the Dean
- Other projects as assigned
Communication
- Establishes and maintains collaborative interactions with the Dean, Associate Deans, Chairs, the Leadership Team, the faculty and staff, other Deans and senior administrators and relevant professional/industry agencies and organizations
- Prepares appropriate, clear, accurate and timely communications, both written and verbal, for the intended audience
- Protects the integrity and reputation of the Dean’s Office and the U of S in all communications
Qualifications
Education: An undergraduate degree in a related field. A
combination of education and experience may be considered.
Experience: Five to seven years of related experience; preferable supporting executive members in a large organization.
Skills: Demonstrates highly effective interpersonal, analytical, written and verbal communication skills; Demonstrates ability to function in a high volume setting with numerous and conflicting deadlines; Demonstrates public relation skills, including the ability to interact effectively with the public, faculty, staff and students; Works effectively independently and as part of a team and recognizes boundaries of scope of responsibility; Handle all interactions with tact, discretion, confidentiality, cultural sensitivity; Recognize problems and determine best course of action and arrive at a solution, if beyond scope of position brings the problems to the Office Manager with possible solutions to outcomes; Recognize and implement approved changes in policies/procedures in a timely and effective manner; Be self-motivated and creating having the ability to follow direction and at the same time exercise initiative in all aspects of required duties; Demonstrates proficiency with Microsoft Office software as well as University software that relates to position; Demonstrates strong knowledge of University and College procedures; Files paperwork appropriately, with accuracy and in a timely manner while exercising discretion and confidentiality; Takes accurate minutes of meetings and provides written minutes in a timely manner; Displays ability to set prudent priorities while achieving goals and objectives in an appropriate time frame; Resourcefully addresses issues that arise; Provides relevant information and assistance professionally in person, via email and over the phone; Communicates in an open and professional manner; Maintains a neat and orderly workspace; Demonstrates willingness to assist others
This position is in scope of the
Administrative and Supervisory Personnel Association.
Applications will be accepted until filled.
Inquiries regarding this position can be directed to Tracey
Wray at 966-5872.
Be sure to apply online as emailed applications will not be accepted.
The University of Saskatchewan is strongly committed to a diverse and inclusive workplace that empowers all employees to reach their full potential. All members of the university community share a responsibility for developing and maintaining an environment in which differences are valued and inclusiveness is practiced. The university welcomes applications from those who will contribute to the diversity of our community. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.
