The University of Saskatchewan values diversity, and Aboriginal engagement is a strategic priority.

Executive Assistant

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Department:  Office of the Vice-President Research

FTE:  1.0

Status:  Term, leave replacement, 18 months with the possibility of extension

Competition No.:  17155-E

Salary Information:  The salary range is $49,500 to $81,750 per annum (Salary Band 2, Exempt).  The starting salary will be commensurate with education and experience.

Primary Purpose:  To provide confidential and high-level professional and administrative services and support to the Vice President Research (VPR).  Acting as an ambassador for the office and providing excellent client service to all individuals seeking access to the VPR. The position acts as the first contact point and a resource for queries, concerns and issues incoming to the VPR and provides expert triage in dealing with, or referring, a broad spectrum of issues across all levels of the portfolio and across the campus as appropriate.  In addition, this position provides professional advice and administrative support (management of calendars, travel arrangements and financial transactions) to members of the VPR’s Strategic Projects Team (Special Advisors).  The emphasis of this position is on ensuring the smooth functioning of the office, timely and effective follow-up of decisions, and implementation of assigned projects with minimal direction.

Nature of Work:

  • Reporting to the senior executive assistant to the vice-president, this position works in a team-oriented, high-volume office characterized by multiple and competing demands and strict deadlines.
  • Work is both challenging and rewarding and the environment is one of continuous change, shifting priorities, and frequent interruptions. Multi-tasking is the norm and flexibility is required.
  • Considerable discretion is required as the position is privy to, and works with highly sensitive and confidential information.
  • Discretionary decision-making is often required and judgment is used to determine the appropriate guidelines and procedures. The impact of error is high as the position is responsible to ensure the day-to-day work is completed accurately and that information provided to others, both on and off campus, is correct. 
  • Problems encountered can be complex and may require analysis, research and planning to resolve.

Accountabilities:

  • Effectively and professionally representing the vice-president in all contacts; ensuring the right tone and interest are projected, dealing with issues and concerns, and solving or referring problems as they arise.
  • Strategic management of  the vice-president’s schedule, establishing standards that provide a balance between meeting and office/work time, reflects realistic priorities in terms of who and when to book into the calendar, and allows sufficient flexibility for shifts in response to the fast paced and fast changing agenda of the vice-president.
  • Provide timely and effective administrative support for the vice-president including: day-to-day email management – including identification of priorities; gathering and preparing meeting or briefing materials; conducting research upon request; travel arrangements; managing accounts in UniFi (the university’s financial information system).
  • Prepare official correspondence and presentations -- including drafting and editing.
  • Establish and maintain effective filing and bring-forward systems.
  • Ensure priorities and deadlines are met, correspondence and documentation are handled efficiently, accurately and confidentially.
  • Provide effective support and coordination for the organization of conferences, staff retreats, meeting; and visits for guest delegations, job candidates and dignitaries.
  • Provide administrative support to members of the Strategic Projects Team (Special Advisors), ensuring they are fully prepared for all commitments, including the gathering of background and meeting material, travel arrangements, scheduling of meetings, event organization. 
  • Exercise decision-making and problem-solving to ensure priorities and deadlines are met and take initiative to move beyond completion of assigned tasks to plan for future changes or requirements.
  • Provide administrative support to various committees or working groups.
  • Assess office administrative procedures and processes with a view to making them more effective and efficient.
  • Share knowledge appropriately to allow fully informed decision making by colleagues and senior members of the office as well as those seeking information from the office.
  • A commitment to teamwork and positivity is essential, along with an ability to create and nurture positive working relationships. In particular, the incumbent will be required to share duties in a highly-integrated team environment, providing back-up and support to colleagues as required.
  • Maintain the website of the VPR (http://www.usask.ca/vpresearch/).

Qualifications

Education:  A recognized post-secondary office administration program or relevant undergraduate degree.

Experience:  A minimum of five years of experience supporting senior executives in a post-secondary or business setting.  The demonstrated ability to support senior level administrators and to work effectively and discreetly with confidential and sensitive information is essential.  A working knowledge of and familiarity with the University of Saskatchewan environment including financial and human resource information systems and the research, scholarly and artistic environment of post-secondary institutions would be valuable assets.

Skills:  

  • Exceptional organizational skills with the proven ability to work on multiple projects with competing demands to meet deadlines
  • Demonstrated aptitude for successfully working in a team-oriented environment
  • Demonstrated sound judgment, tact, discretion, and professional integrity
  • Exemplary interpersonal and communication (verbal and written) skills
  • Strong attention to detail
  • Ability to work independently, take initiative and anticipate future needs, issues and events
  • Proven problem-solving abilities
  • Conflict management skills, experience with financial account management
  • Demonstrated knowledge of Macintosh and PC-based computer applications including Word, Excel, PowerPoint, Visio, and strong internet research skills

This position is exempt from any bargaining units.

Applications will be accepted until filled.

Inquiries regarding this position can be directed to Shelley Jickling at 306-966-8784.

Be sure to apply online as emailed applications will not be accepted.

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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.

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