Executive Assistant to The Vice-provost, Students - Vancouver, Canada - Emily Carr University of Art + Design

Emily Carr University of Art + Design

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Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Job Title

Executive Assistant to the Vice-Provost, Students
Permanent Full-Time Excluded Position
8:30am to 4:30pm / Monday to Friday

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Telecommuting Options Available)

Grade 5 ($55,766 to $74,355 per annum)
Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, postsecondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally studentcentred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.

The Executive Assistant to the Vice-Provost, Students works independently to balance priorities and workflow to provide efficient and effective senior level administrative support to the Vice Provost, Students.

In addition, the Executive Assistant provides support to the Registrar and general office management and administrative coordination within Student Services, support to internal committees, and assistance in the coordination of the annual Graduation Ceremony.

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Benefits of Joining the Emily Carr community:

Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
Membership in the College Pension Plan.
Access to personalized telecommuting options.
Competitive Vacation and Professional Development benefits.

Some Typical Duties Include:

Acts as liaison between the Vice-Provost, Students and both internal and external contacts, including students, staff, faculty, ministry officials, and universities.
Screens and review incoming inquiries for the Vice-Provost and determines suitable course of action by responding to request directly or forwarding to the appropriate person.
Organizes and maintains the calendar of the Vice-Provost. Schedules meetings by optimizing utilization of available time, identifies and prioritizes requests, negotiates, and resolves scheduling conflicts, and books meeting resources as needed.
Provides administrative support to meetings and various committees, including arrangements, assembling materials, attending, and taking minutes, and following up on action items.
Plans, prepares, and assists with a variety of events, receptions, conferences, and meetings.
Makes travel arrangements, including air travel, accommodations, and itineraries.
Monitors and tracks the budget development and expenditures. Facilitates authorization of expense reimbursements and invoices with Financial Services.
Composes and prepares confidential correspondence, memoranda, reports, and other documentation using information compiled from various sources, and distributes them on behalf of the Vice-Provost.
Provides general office management and administrative coordination within Student Services. Develops service standards, initiates, and maintains office practices, and establishes and maintains management processed for the Vice-Provost.
Supports execution of University Elections and ensures alignment to applicable policies.
Assists in the coordination of production and distribution of various Student Services communications materials such as the academic calendar.
Coordinates the maintenance cycles and content development of the Student Services webpages and social media including events, Scholarship, and bursary information. Ensures information is up to date and current across sites and channels.
Maintains a breadth of understanding of all current support services provided to ECU students.
Performs other related duties as required.

Required Qualifications

Bachelor's Degree in business administration or a related field.
Minimum five years of related experience at a senior administrative level providing executive support, preferably in an academic environment.
Or an equivalent combination of education and experience.
Knowledge of University policies and procedures an asset.
Ability to exercise sound and independent judgement, tact, diplomacy, and confidentiality.
Ability to work independently with mínimal supervision and collaboratively in a team environment.
Ability to exercise initiative and utilize research, data, consultation, and collaboration to make wellinformed decisions.
Highly developed interpersonal skills to relate effectively to students, staff, faculty, and external contacts as a positive representative of the University.
Excellent oral and written communication skills.
Ability to effectively use Microsoft Office (M365, SharePoint, Word, Excel, and PowerPoint), video/teleconferencing, and student record databases.
Ability to tak