Executive Assistant to the VP Finance + Administration + Coordinator Contract Administration - Vancouver, BC, Canada - Emily Carr University

Description

Permanent Full-Time Excluded Position

8:30am to 4:30pm / Monday to Friday

Grade 6 ($65,915 to $87,887 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, post-secondary 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 student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.

The Executive Assistant + Coordinator Contracts Administration (EA+CCA) is responsible for providing professional and confidential executive level administrative support and technical guidance for contract coordination, risk management and insurance functions for the Office of the VPFA.

The EA + CCA develops, implements, and improves administrative systems that reflect best practices in records management of confidential and high-impact reports and documents under the purview of the Office of the VPFA including documents related to risk management, budgets, financial reports, audits, capital reports, contracts, and insurance.

Under the direction of the VPFA, the EA + CCA has accountability for the systematic registration, reviewing and tracking of contracts, including the tracking of approvals and termination or renewals and, as needed liaising with finance, ECU's insurance providers and internal contract owners to maintain an accurate and current contract database. The EA+CCA refers substantive contract matters to the VPFA.

Under the supervision of the University Secretary, the EA supports the VPFA's work with, and reporting to, the ECU Board of Governors and Senate. The EA+CCA is the recording secretary for the Board Finance and Audit Committee and with guidance from the University Secretary plans the annual work of that committee, creates agendas and meeting packages, and supports related financial reporting to the Board, Senate and the BC Ministries of Advanced Education and Finance.

The EA+CCA is part of a team of administrative and executive support positions that collaborate under the leadership and guidance of the EA to the President + Office Manager, Office the President, to cross-train, improve processes, and provide coverage and back-up during vacations or absences.

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.
• Competitive vacation and Professional Development benefits.

As the successful applicant, you should possess:

• Bachelor's degree in Business Administration, or a related field.
• Minimum five years' experience in an administrative role providing executive level support, preferably in a post-secondary or public sector environment.
• Minimum 2 years' experience in contract and insurance administration and/or risk management functions
• Or an equivalent combination of education and experience.
• Certification in contract management and/or risk management i.e. Certified Contract Management Associate (CCMA), RIMS - Certified Risk Management Professional (RIMS – CRMP) considered a strong asset. A willingness to pursue these certifications is strongly considered.
• Knowledge of financial/accounting spreadsheets and presentation software required.
• High level of computer literacy and aptitude for continuous learning in the application of new technology, software, and systems
• Ability to improve and maintain databases and systems for contract administration.
• Attention to detail, and aptitude for organizing and tracking obligations.
• Executive level administrative skills, including organizational and time management skills, and the ability to take accurate minutes of complex meetings.
• Demonstrated ability to work collaboratively and effectively with a range of peers and other internal partners.
• Professionalism, discretion, and sound, independent judgement.
• High degree of initiative to develop, implement, and continuously improve office systems.
• Knowledge of best practices in confidential records management.
• Understanding of contracts, contractual language, and contract governance
• Proven technical knowledge of contract terms, processes, and documents.
• Proven technical knowledge of standard insurance terminology and concepts and how they are applied within agreements.
• Proficiency in procurement and contracting practices, a solid understanding of risk management frameworks is essential.
• Excellent oral and written communication skills
• Ability to draft, edit, and format financial reports, project documents and presentations.
• Working knowledge of accounting, budget tracking, accounts reconciliation, and spreadsheet preparation.

1. Establish, maintain, and improve administrative systems for the professional and efficient functioning of the Office of the VPFA.
2. Provide a range of executive level support to the VPFA including such tasks as scheduling, drafting correspondence, making travel arrangements, overseeing, and administering the office budget, and submitting expense claims.
3. Support the VPFA's participation on or leadership of a range of regular and ad hoc institutional committees through such tasks as scheduling, preparation of agendas and meeting materials, acting as recording secretary, maintaining records, and following up on action items.
4. Develop, maintain, and improve administrative systems and databases for recording institutional contracts and insurance commitments under the purview of the VPFA.
5. Track contract and insurance approvals and termination or renewal dates. Liaise with financial services, external insurance providers and internal contract owners as needed on administrative matters such as contract notices or payment schedules and refer substantive or complex contract matters as appropriate.
6. Under the supervision of the University Secretary, plan and support the work of the Board Finance and Audit Committee. This includes liaising with and supporting the Finance and Audit Committee Chair and taking initiative with respect to annual planning for the Committee aligned with internal budget cycles, external reporting requirements and the annual workplans for the Board and Seante.
7. Schedule Finance + Audit Committee meetings, prepare agendas and meeting packages, serve as recording secretary, finalize, and distribute minutes and follow up on action items.
8. With the guidance of the University Secretary plan for all regular financial reporting to the Board by the VPFA and ensure appropriate items and motions are included on Board Agendas. Support the VPFA in ensuring that reports and presentations are formatted and submitted for board packages in a timely manner and ensure follow-up and submission of reports to the Ministries of Advanced Education and Finance as appropriate.
9. Participate in regular meetings of Executive Assistants and Administrative support positions, led by the EA to the President + Office Manager, Office of the President, and participate in cross-training and provide coverage and back-up to other EAs as and when needed or directed.
10. Contribute to a culture of justice, equity, diversity, and inclusion (JEDI) by demonstrating respect and cultural sensitivity, and an awareness of JEDI principles, and how they impact the field of work. May make recommendations to the VP Finance + Administration for improvements in support of ECU's JEDI goals.
11. Perform other related duties as required.

To apply for this job, please visit Competition closes on Thursday, 25 April 2024.

Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.