Executive Assistant to Associate Vice-President (Research), VP Research

  • Company:
    University of Calgary
  • Location:
  • Salary:
    negotiable / monthly
  • Job type:
  • Posted:
    3 months ago
  • Category:
    Business / Mgmt

Job ID:16671Updated:October 16, 2018Location:Main CampusPosition OverviewThe  Associate Vice President (Research)  in  VP Research  is currently seeking a Full-time RegularExecutive Assistant .The Executive Assistant in the office of the Vice-President Research (VPR) provides dedicated administrative support to a team of Associate VPRs, Executive Director, Director and the VPR when needed. The work requires an experienced understanding of how an effective senior administrative office should run. Success in this position includes efficient management of time, information and email correspondence. Attention to detail is essential for the preparation and processing of various high level and often confidential documents. Yet, this position is part of a team and in order to serve the high volume workloads the incumbent must be able to adapt and recognize areas and opportunities where they can assist their fellow team members. Strict deadlines and constantly changing priorities are inherent to this office and its business, there are frequent interruptions from telephone and visitors to the office and as such the incumbent must exercise impeccable judgment when dealing with all stakeholders. Some of the most important requirements are the ability to work successfully under pressure, prioritize work, meet deadlines and build productive relationships with others. The Executive Assistant will be involved with the delivery of diverse administrative and financial duties requiring confidentiality and sensitivity, and must exercise considerable discrimination, judgment and independent thought in the management of the AVPRs affairs. This position reports to the Director, VPR operations.Position DescriptionSummary of Key Responsibilities(job functions include but are not limited to):Administrative Support:Manage the schedule of the AVPR/Executive Director/Director.Respond quickly and efficiently to last minute scheduling changes, while handling multiple tasks and meeting deadlines.Handle a large volume of meeting requests (via telephone, e-mail, and in person) with great sensitivity, tact, and efficiency despite continuous interruptions.Work strategically with others in the VPR Office to coordinate and plan schedules to ensure successful alignment with priorities.Committee support, including scheduling and document preparation (correspondence and meeting minutes)Coordinate and oversee travel arrangements, including processing of expense entries and payments.Ensure all inquiries are responded to in a pleasant and appropriate manner, while managing heavy volumes of email communication.Act as liaison for the AVPR in making calls, securing appointments and relationship building with internal and external stakeholders.Work closely with the Executive Director/Director and VPR Team to ensure the success of the AVPR’s priorities.Prepare letters/memos/communications as requested by the AVPR/Executive Director/DirectorDevelop and maintain positive working relationships with University contacts and external stakeholders.Office Administration:Work independently on specific projects/assignments; identify and respond to priorities of the VPR Office; ensure the AVPR’s project objectives are met within set deadlines.Maintain files for the AVPR/Executive Director/Director, adhering to university policy in the storage and retention of information.Coordination of IT requirements for the officeSubmission of accurate financial transactions (purchase requisitions/journal requests/P-card reconciliation) in a timely manner.Document management with advanced level of experience using the following: Microsoft Office, Outlook e-mail/calendar, PeopleSoft, SharePoint, and Adobe Acrobat.   Ordering of office suppliesOffice of the VPR:Provide back-up administrative support as required during colleagues’ absences and vacations within the Executive SuiteDemonstrate initiative and flexibility in developing and changing processes, policies and practices when needed.Event coordination (booking rooms, catering, etc.).Work collaboratively with RSO and all other stakeholders.Knowledge of Vice President Research and Research Services (RSO) portfolios and the ability to be able to refer requests and distribute incoming mail appropriately.Qualifications / Requirements:Relevant education with a minimum 5 years’ experience as administrative support in a senior administration or executive level environment.Previous experience in academic environment is an asset as is experience with SharePoint, web site management and the PeopleSoft financial system.The candidate must be a very organized individual with excellent verbal and written communication skills.Advanced level experience using the following software: Microsoft Office Suite in particular, Outlook e-mail/calendar, PeopleSoft, SharePoint, and Adobe Acrobat.The ability to demonstrate professionalism, discretion, courtesy and respect in all interactions is a must.Able to convey information clearly and concisely as well as seek information efficiently.Ability to work under pressure and handle multiple tasks and meeting deadlines.Application Deadline: October 23, 2018We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.Additional InformationThis position is classified in theOperational/Administrative Support Career Band, Level 4of the Management and Professional Staff Career Framework.To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view ourManagement and Staff Careers website.About the University of CalgaryThe University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visitucalgary.ca.The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.