Executive Assistant, Rank, Tenure, & Academic Support

Job Summary :

The Executive Assistant, Rank, Tenure, & Academic Support, provides confidential administrative support and assists with the effective and efficient management of high-level committees for the Provost and Vice Provost’s offices.

The Executive Assistant provides confidential support to university committees, overseeing logistics, preparing materials, transcribing minutes, and action items, and ensuring follow up on action items.

The incumbent liaises directly with faculty on UFV’s tenure and promotion process and administrators, faculty, staff with the Board and Secretariat offices on governance matters, The incumbent handles confidential materials and responds to sensitive situations, ensuring a high level of diplomacy and tact.

The Executive Assistant :

• Provides confidential and administrative support to confidential committees, including UFV’s tenure and promotion processes and the University Review Committee (URC), and Senate sub-committees, the Academic Planning and Priorities Committee (APPC), and Faculty Standards Committee (FSC),
• Prepares and distributes material and information, including those of a complex and / or highly sensitive nature, including reports, minutes of confidential meetings, collective bargaining, labour relations and other personnel matters.
• Handles a range of confidential, sensitive matters with tact and diplomacy.
• Uses initiative and sound judgement to ensure confidential / critical matters that require immediate attention are dealt with directly or referred to the appropriate authority.
• Maintains confidential records and files, including managing the central repository related to each of the committee’s support.
• Works closely with senior administrators, exempt assistants and employees on governance matters and tenure and promotion procedures.
• Provides confidential support to the Provost and Office of the Provost and VP, Academic and the Director, Tenure and Promotion.
• Uses initiative and sound judgment to resolve issues within their authority, ensuring confidential / critical matters requiring immediate attention are dealt with directly or referred to the appropriate authority.
• Acts as initial contact for faculty requesting information or action, with support of the Chair, University Review Committee and Director, Tenure and Promotion with rank and tenure processes and procedures, as appropriate.
• Maintains webpages, Academic Planning and Priorities Committee, and Faculty Standards Committee. Provides information and assistance to the academic team, community members, students, faculty and staff on institutional policies and procedures.
• Prepares, edits, and reviews complex and / or highly sensitive material and information. Represents the Provost’s office, as a key member of Team Convocation
• Infuses Indigenization, Equity, Diversity, and Inclusion, leads by example, valuing differing perspectives and backgrounds and promoting equity, inclusion, and respect in a diverse work environment.
• Creates the conditions for people with Indigenous and diverse backgrounds to succeed at UFV. Includes equity deserving groups in opportunities and decision-making.
• Builds inclusive and diverse teams who have different perspectives, abilities, experiences, races, backgrounds, identities, and / or styles.
• Invites and responds to different perspectives from a place of curiosity, respect, and non-judgement.
• Demonstrates respect for all members of the UFV community and proactively works to create an environment of inclusivity and accessibility.
• Engages in learning and activities related to actioning indigenization and understanding the impact of colonialism and the purpose of reconciliation.

Qualifications :

• Undergraduate degree in a related field from a recognized post-secondary institution
• Five (5) years of office administration experience, preferably at the senior assistant level and preferably in a post-secondary institution environment or similar complex organization
• Superior interpersonal and written communication, time management, and organizational skills
• Proven ability to work independently and as part of a team and meet multiple deadlines with a high degree of accuracy and attention to detail.
• Excellent knowledge of office practices and procedures; advanced knowledge of various software applications, primarily Microsoft Office, Outlook calendar / mail, and Adobe
• Strong technical / computer skills (MS Windows and Apple / Mac platforms; MS Office Word, Excel, Outlook).
• Experience supporting committees; demonstrated excellent minute taking and transcription skills; self- directed, proactive, and able to exercise discretion.
• Proven ability to work with minimal or no supervision, multi-task, and work to tight deadlines with conflicting priorities.
• Familiarity with UFV’s governance and tenure and promotion processes is preferred.
• Familiarity with UFV’s faculties, programs, policies, and procedures is preferred.
• Contact Management System (CMS) knowledge is an asset.

UFV Leadership Proficiencies :

• Create and implement plans - shape, align and execute the strategic priorities to meet student and community needs.
• Lead change Remain flexible, adjusting to changing circumstances and lead positive change by balancing innovation and calculated risk taking.
• Cultivate collaborative relationships Build effective working relationships internally and externally and collaborate to achieve mutually beneficial goals.
• Inspire and develop talent - Invest in developing yourself, staff and faculty, effective teams, and our culture of excellence.
• Make effective decisions - Make sound and timely decisions that benefit UFV in both straightforward and ambiguous circumstance.
• Infuse Indigenization, Equity, Diversity, and Inclusion Lead by example, valuing differing perspectives and backgrounds and promote equity, inclusion, and respect in a diverse environment.
30+ days ago