Executive Assistant to the Vice-Provost, Academic Programs

Date Posted : 11 / 06 / 2024

Req ID : 40583

Faculty / Division : Vice-President & Provost

Department : Office of Vice-President & Provost

Campus : St. George (Downtown Toronto)

Description : Position Summary :

Position Summary :

Under the direction of the Vice-Provost, Academic Programs (VP-AP), and working closely with the Executive Assistant to the Vice-President and Provost and the Executive Assistant to the Chief Administrative Officer, the Executive Assistant to the VP-AP will provide a high level of executive secretarial and confidential administrative support to the VP-AP, the Office of the VP-AP.

The incumbent will also provide full scheduling assistance to the Director Academic Programs, Planning and Quality Assurance (Director).

The incumbent will operate as the first point of contact for the Office of VP-AP, answering and directing inquiries in person, by email, and on the phone.

In addition, the incumbent provides project, logistic and administrative support to the VP-AP. The incumbent develops communication materials, generates routine reports and materials, and conducts research in support of various institutional initiatives.

The incumbent will also take the initiative to help ensure that deadlines and schedules are met; participate in the coordination of mass mailings;

order courier services; monitor and order office supplies and catering services; and perform other duties as required pertaining to the maintenance and operation of the Offices.

The incumbent will have daily access to confidential and sensitive information related to all areas of the University’s functioning including financial, budgetary, human resources and labour relations information.

In the event of disruptions to academic programs, the incumbent will play an important role in ensuring that communications flow to and from key senior academic administrative staff within the portfolio of the Vice-President & Provost, as well as communications from the Office of the Vice-President & Provost with the members of PDAD&C and the broader University community.

The incumbent works in a complex environment that requires a high degree of sensitivity, responsiveness and a need to maintain absolute confidentiality.

The incumbent must present a professional image in the

Vice-Provostial offices by interacting knowledgeably and courteously with the many people including governors, senior administrators, faculty, staff, students and community members who come into contact with the Office of the Vice-President & Provost and various Vice-Provosts.

The incumbent must be a highly motivated and energetic individual who enjoys the challenge of working in a dynamic, fast-paced environment.

Qualifications Required :

Education :

University degree or an equivalent combination of education and experience.

Experience :

Six to Eight (6-8) years of senior secretarial experience required, preferably within a post-secondary or government environment.

Demonstrated senior secretarial ability in a dynamic senior executive office.

Skills :

Proficiency with MS Office (including Outlook) experience using databases; familiarity with Microsoft Sharepoint and Teams an asset.

Other :

• Strong oral and written communication, interpersonal, analytical, decision-making and organizational skills.
• Demonstrated ability to draft clear and concise correspondence.
• Strong customer-service orientation.
• Demonstrated initiative, accuracy and meticulous attention to detail.
• Demonstrated judgment, tact, discretion and ability to handle complex matters of a sensitive and confidential nature.
• Ability to organize a heavy and fluctuating workload in a changing environment.
• Ability to work under pressure and to meet deadlines.
• Ability to assimilate and interpret significant amounts of information.
• Ability to work effectively and professionally, both independently and within a team environment.

Closing Date : 11 / 20 / 2024, 11 : 59PM ET

Employee Group : Salaried

Appointment Type : Budget - Continuing

Schedule : Full-Time

Pay Scale Group & Hiring Zone : PM 1 Hiring Zone : $75,286 - $87,834 Broadband Salary Range : $75,286 - $125,475

Job Category : Administrative / Managerial