Executive Assistant - Regina, Canada - University of Regina

Description

Position Summary

The Executive Assistant provides administrative support to the Dean and the Dean's Office (Executive Leadership Team – ELT) with a general emphasis on tasks and responsibilities that impact the strategic direction of the Faculty while assisting the ELT in coordination of Faculty activities and goals.

Duties include, but are not limited to:

1. Academic Misconduct Investigation Support

collating documentation

processing student letters for signature

booking student meetings

managing the Associate Dean's calendar

2. Dean's Honour List

• Runs report, prepares letters for signing, ensures list is posted; provides information about the honours list (e.g., n, top average, average of the averages) to the Dean for inclusion in Dean's Report

• Coordinates recognition events related to honour list students and academic award (Dean's Award, etc.) and scholarship award winners

3. Performance Review

• Coordinates all performance review in the faculty (Faculty, APT, CUPE 5791, CUPE Post-Doc, OOS); coordinates reminders about deadlines, process, etc.

• Works with each of the OOS Heads (Executive Leadership Team) to facilitate necessary performance reviews

4. Donor & Alumni related activity; Sponsorship Requests

• Provides support for donor related activities flowing out of the Dean's office, including events; provides support to Donor Officer as needed

• Receives and responds to all but major sponsorship requests. Follows existing Faculty policy for sponsorships.

• Receives and responds to internal requests for gifts from faculty, staff, program areas, etc.

• Maintains inventory of gift items for Faculty (ordering, inventory, distribution)

• Works with FAC to ensure list of alumni addresses and contact information is current.

• Provides support to FAC for alumni events

• Sends communication prepared by the Dean or FAC to graduates and alumni electronically or otherwise.

• Coordinates thank-you notes and holiday notes for Dean's signature

• Works with Donor Officer and FAC to coordinate the Dean's development and advancement calendar.

5. Record Management

• Maintains oversight for Faculty digital drives

• Assists with ensuring that committee and faculty related paperwork is appropriately stored, archived, and deleted/destroyed

• Maintains personnel files

6. Graduate Studies & Research

• Provides administrative support for student admission files. Submits graduate admission recommendation files to FGSR for approval.

• Coordinates and centralizes honours student, graduate student funding, and work information. Prepares financial offers for graduate students.

• Facilitates the workflow for all work-related appointments of graduate students (including RA and TA appointments).

• Coordinates tracking of graduate and honour students' progress

• Coordinates thesis proposals and defenses

• Supports organization of KHS Research Seminar & Research Day

• Manages communications concerning honours students, proposals, etc.

• Maintains a current list of all graduate student appointments and Faculty offers to graduate students

• Ensures convocating graduate students are included in graduate recognition processes.

7. Teaching and Research Related Activity

• Sessional and UTF Workflows

• Facilitates Academic and Non-Academic Misconduct investigations

• Assist with creation/delivery of surveys coming from the Dean's Office

8. Calendar

• Manages the Dean's calendar (and meeting requests)

• Coordinates meetings for members of ELT

• Coordinates meetings of ELT, SLT, Strategic Portfolio Groups

• Compiles minutes for TRAP, APPC, SLT, Strategic Portfolio Groups, and others as necessary. Maintains compilation and distribution of minutes or meeting notes.

9. General Faculty & University Communication

• Maintains the various Faculty email lists in Groupwise (or other relevant communication tools e.g., URCourses)

• Manages outgoing communication from Dean and ELT to the Faculty, Clients, Students, Deans and Directors Listserv

• Monitors ELT email for announcements and information that should be distributed to faculty stakeholders

• Coordinates birthday cards, and holiday cards (and gifts) for faculty and staff

10. Human Resources

• Tracks status of term appointments including Faculty, APT, OOS, and CUPE 5791 staff

• Processes all reimbursement claims

• Coordinates searches

11. ELT driven Events

• Coordinates and organizes Faculty wide events originating in the Dean's office (e.g., retreats, reviews)

• Assists with other faculty priority events as required or directed

• Assists with support of University Advancement Activities within KHS

12. Travel

• Coordinates ELT related travel (when requested)

• Coordinates Faculty sponsored group travel (e.g., Study Tours, etc.)

13. General

• Builds, maintains, and updates a FAQ for specific areas that touch this file

• Prepares general correspondence on behalf of the Dean

• Other duties as assigned Position Requirements Position Requirements:

- Grade 12 supplemented by the successful completion of a recognized business course, combined with a minimum of five years of related work experience of progressive responsibility;

- Experience in records management, database management, and tracking of information;

- Demonstrated ability to communicate effectively, both verbally and in writing;

- Demonstrated ability to accurately create, compose and edit a variety of written/electronic material and documents;

- Demonstrated skill in the operation of productivity software (Microsoft Office Programs – Word, Excel, PowerPoint, Access);

- Technical expertise and direct experience in various institutional management systems and complex databases is required with a preference for the following specialized software applications: Banner and Class Climate;

- Demonstrated knowledge of and skill in office practices, principles and procedures;

- Demonstrated ability to work independently or as part of a team;

- Demonstrated ability to organize workload, prioritize, and meet deadlines while maintaining accuracy;

- Ability to follow oral and written instructions accurately;

- Proficiency in statistical reporting;

- Ability to organize heavy workload and meet deadlines;

- Ability to establish and maintain effective working relationships exercising a considerable degree of judgment and discretion regarding sensitive and confidential matters and materials;

- Requires exceptional time management and organizational skills in order to balance the many demands of the position both in terms of meeting deadlines and handling the diversity of tasks;

- Must be detail oriented to ensure accurate processing of all kinds of records. Attention to detail is required to ensure that all follow-up activity is monitored and handled;

- Experience managing a calendar for a senior executive;

- Experience working with budget/financial information, performance reviews, accreditation processes and tenure applications;

- Direct experience arranging meetings, taking minutes, minute distribution and report preparation;

- Demonstrated ability to manage complex and sensitive work assignments;

- Demonstrated decision making and problem solving skills;

- Must have the ability to establish and maintain effective working relationships exercising a considerable degree of judgment and discretion regarding sensitive and confidential matters and materials;

- Ability to provide specialized advice and guidance where required;

- Knowledge and awareness of University of Regina systems;

- Advanced knowledge of processes, policies, and procedures of the University of Regina;

- Understanding of the programs (academic and co-curricular) of the Faculty of Kinesiology and Health Studies is a definite asset.