Administrative Assistant, Office of the Vice-President, Research - Kamloops, Canada - Thompson Rivers University

Description

DUTIES

The Administrative Assistant, Office of the Vice-President, Research provides professional, managerial and administrative support to the Associate Vice-President, Graduate Studies and Student Research ("AVP") and Vice-President, Research ("VPR"). The Administrative Assistant is responsible for providing discreet, tactful, organized and highly confidential administrative support that adheres to Tri-Agency compliance and ethics guidelines, to the highest standards of research integrity, and to TRU's policies, procedures, and collective agreements. This position communicates with the executive offices of the President, Vice-Presidents, Deans, Directors and other administrative staff, support staff, faculty, researchers, community partners, and students at TRU and may also liaise with provincial, national and international external agencies, organizations, ministries and institutions.

MAJOR RESPONSIBILITIES

1. Provide efficient day-to-day assistance to the operation of the Office of the Vice-President, Research, including signing authority for office supplies, print shop requirements and facilities requests associated with the University's research spaces on and off campus.
2. Assist with hiring process by coordinating schedules, contacting candidates, arranging interviews, booking accommodation and conducting reference checks.
3. Schedule appointments and meetings for the AVP and the VPR. Organize meeting, workshop, conference and retreat logistics, including preparation of agendas, arranging meeting time, location, food, accommodation and travel arrangements. Some meetings involve administrators from other institutions, external bodies, and interested partners.
4. Provide discreet and tactful service as an initial contact in the Office of the Vice-President, Research. Screen, redirect or handle enquiries as they arise; confidential, diplomatic and empathetic handling of sensitive situations is required. Identify and notify the AVP and VPR of emergent issues as they arise so they can be responded to in a timely manner.
5. Sort and direct all correspondence flowing through the Office of the Vice-President, Research. Recognize subject matter in need of tracking so it can be brought to completion. Independently and proactively resolve day-to-day problems, handle sensitive materials and redirect to appropriate parties as required. Proofread correspondence that has been prepared for the signature of the AVP and/or VPR.
6. Prepare and/or check all documents from all sources prior to requesting signature of the AVP and/or VPR.
7. Manage special projects as requested, with direction from the AVP and/or VPR. Take initiative and complete assignments with limited supervision.
8. Liaise with researchers, staff and students with respect to adjudications, research space assignment and other activities.
9. Assist with scheduling and coordination of events.
10. Prepare various reports, including web and cheque requisitions, reports for public bodies, prepare expense reports, assign financial codes, monitor financial commitments and expenditures, and reconcile P-cards.
11. Other related administrative duties as assigned.

REPORTS TO
Vice-President, Research

REQUIRED KNOWLEDGE/SKILLS

• Bachelor's Degree with 5 years of related operational experience at the senior administrative level, or a combination of significant administrative expertise and previous experience working in a research or graduate studies setting.
• Familiarity with TRU Research policy and process would be an asset.
• Knowledge of the post-secondary environment, especially related to research and graduate studies, would be an asset.
• Ability to liaise effectively and respectfully with multiple organizations and interested partners.
• Demonstrated ability to work tactfully and courteously with a diverse range of people from the senior administrative level to students, faculty, and staff as well as a wide range of external contacts.
• Excellent computer skills in MS Word, Excel, Access, PowerPoint, Adobe.
• Excellent verbal and written communication skills.
• Demonstrated ability to plan and organize work.
• Demonstrated time management skills.
• Ability to assist in all types of administrative tasks for the Office of the Vice-President, Research.
• Project Management skills.
• Use initiative and work autonomously with little supervision.
• Ability to work independently and as part of a team with an interest in building good collegiality within the Office of the Vice-President, Research.