Executive Assistant

Primary Purpose: : To provide a wide range of confidential and high-level executive support of diverse and complex administrative services to the office of the provost and vice-president academic.

Nature of Work: Reporting to the Manager of the Provost’s Administrative Network, Office of the Provost and Vice-President Academic, the Executive Assistant is part of a collaborative and agile administrative team that provides support to the Provost and Vice-President Academic’s portfolio. The incumbent’s work encompasses a broad range of complex duties and processes that require great attention to detail. The incumbent will effectively manage a high volume of work in a fast-paced environment with frequent interruptions, competing priorities, and conflicting deadlines. The work requires a proactive approach in a complex, academic/research environment, and the ability to work and communicate effectively and cooperatively with a variety of stakeholders. Considerable discretion is required as the position is privy to and works with sensitive and highly confidential strategic, financial, and personnel information.

Typical Duties or Accountabilities:

• As a first point of contact for the office of the provost and vice-president academic, ensures professional and effective representation, performs triage including assessing risk, responding to, or referring/assigning to a broad spectrum of people and issues across all levels of the institution as appropriate in a timely, respectful, and effective manner.
• Support emerging projects as assigned in the provost and vice-president academic portfolio. This includes developing, implementing, monitoring, and continually improving administrative processes.
• Prepares, including drafting and editing, correspondence, and reports.
• Ensures financial transactions and Concur requests and approvals are completed in a timely manner as well as providing advice regarding timelines and requirements related to requests.
• Takes initiative in working with colleagues to identify, adopt, implement, monitor, and continually improve best practices and processes in the provost and vice-president academic portfolio.
• Establish and maintain collaborative and effective working relationships with senior leaders and the administrative core of the university, as well as the wider campus community, external stakeholders, and members of community.
• Ensure that work performed is completed within deadlines, by ensuring a clear understanding of the required deadlines and effectively setting work priorities.
• Use judgment, confidentiality and discretion when handling sensitive issues.
• Maintains accurate knowledge of and adherence to institutional policies and procedures, and collective
• Performs other duties as assigned and assists with coverage during colleagues’ absences.

Education: Completion of Grade 12 and an office administration diploma from a recognized post-secondary institution. Undergraduate degree preferred.

Experience: A minimum of five years of related experience, preferably supporting executive members in a large organization. Experience with USask systems is an asset.

Skills:

• Ability to consistently demonstrate high standards of professional integrity and proficiency.
• Ability to maintain confidentiality and handle sensitive matters diplomatically while exercising sound judgement and discretion.
• Ability to support senior level administrators and work effectively with highly confidential and sensitive information.
• Demonstrated ability to foster a community of collaboration, accessibility, equity, and inclusion.
• Ability to work independently and take initiative with minimal supervision as well as demonstrate the ability to work in a team environment collaboratively.
• Strong critical and analytical abilities and creative problem-solving skills, including the ability to anticipate problems and proactively identify solutions.
• Effective organizational skills and the acumen to handle complex situations and manage multiple projects originating from a variety of sources with competing deadlines while maintaining attention to detail and ensuring accuracy.
• An understanding of, and familiarity with the University environment and its policies and processes, including the nomenclature, regulations, governance, approval and administrative structures and processes, as well as the college governance structure.
• Ability to share knowledge appropriate to allow fully informed decision making by senior leadership and colleagues.
• Ability to learn in a fast-paced environment and utilize new technology and procedures to incorporate continual improvement in all activity.
• Ability to take initiative to move beyond completion of assigned tasks to plan for future changes or requirements.

Department: Provost and VP Academic
Status: Term 1 yr
Employment Group: Exempt
Full Time Equivalent (FTE): 1
Salary: The salary range, based on 1.0 FTE, is $51,000.00 - 89,760.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable):
Salary Phase/Band: Phase 2
Posted Date: 5/16/2023
Closing Date: 5/29/2023 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where 'Yes' is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php

Criminal Record Check: Not Applicable
Driver's License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable

Please review the University of Saskatchewan's health and safety requirements for faculty, staff and students in consideration of the COVID-19 pandemic.

The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the deybwewin | taapwaywin | tapwewin: Indigenous Truth policy and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.