Administrative Assistant to the Vice-Provost (Teaching and Learning)

Jobinhalt

Reporting to the Manager, Academic Initiatives (Manager) and working closely with the Vice-Provost, Teaching and Learning (VPTL), the Administrative Assistant to the VPTL (Administrative Assistant) is responsible for providing senior level organizational and administrative support to the VPTL to ensure that communications, interactions and administrative support are managed with the highest standard of excellence, confidentiality and professionalism. The Administrative Assistant is responsible for managing the VPTL’s complex schedule and priorities, which requires an exceptional level of accuracy, good judgement and efficiency to take action without consultation as required when the VPTL is unavailable. The Administrative Assistant contributes to the smooth and efficient operation of the VPTL team within the Provost’s Office and serves as a liaison with a number of stakeholders within the university community, as well as external stakeholders requiring strong communication, meeting coordination and support, record keeping, and strong event and project coordination.

Committed to equity, diversity, inclusion, and Indigenization the Administrative Assistant functions with a high degree of autonomy, exceptional level of accuracy, good judgment, efficiency, and high degree of tact and discretion, while working in a fast-paced deadline driven environment. The Administrative Assistant is a highly visible, multifaceted position with significant impact on the effectiveness and reputation of the Provost’s Office.

KEY RESPONSIBILITIES:

• Provide senior level administrative support to the VPTL, by maintaining and managing the complex schedule for the VPTL to maximize the use of their time; screening, prioritizing and rearranging appointments; scheduling and deferring meetings; referring requests to the Manager and others within the portfolio as appropriate.

• Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the VPTL’s and Provost’s Office priorities.

• Coordinate and prepare the VPTL’s briefing files for daily meetings which include background notes, biographical information, speaking notes, schedule of events, etc. Create and maintain a tracking system to support the day-to-day and future priorities of the VPTL, ensuring that deadlines are met in a timely manner.

• Act as the primary contact for the VPTL with regard to scheduling meetings and responds to enquiries on behalf of the VPTL internally and externally with limited direction.

• Provide support to the Manager as needed to support the effective functioning of the VPTL team within the Provost’s Office.

• Coordinate standing and ad hoc committees and working groups chaired by the VPTL. Duties include compiling and circulating agendas, preparing meeting materials, recording/distributing minutes, and following up on action items.

• As directed by the VPTL or Manager, proactively follow up on all action items related to events and meetings. Ensure that documents and correspondence are prepared and distributed in a timely manner.

• Primary contact for the VPTL team responsible for ensuring a positive, welcoming and inclusive environment and that all visitors to the office are professionally received. Respond to or direct a wide range of inquiries (email, in-person and via phone) relating to the office filtering and triaging messages and proactively informing the Manager, VPTL or colleagues of potential actions, issues, and problems, providing suggested responses when appropriate.

• Maintain thorough knowledge of university policies and procedures, governance and administrative structure.

• Coordinates administrative functions, including payment of invoices and procurement, for the VPTL team in collaboration with the Administrative Assistant for Planning & Budgeting.

• Support and promote a culture of equity, diversity, inclusion and Indigenization in the workplace.

• Undertake other duties or special projects as required in support of the portfolio.

REQUIRED QUALIFICATIONS:

• Three-year post-secondary education at the College or University level, combined with seven to ten years’ of experience providing senior or executive-level administrative support in a high profile area of a university, is preferred.

• Demonstrated experience in a fast-paced, dynamic work environment, effectively managing the schedule, correspondence and priorities for an executive-level position within an environment with continuously shifting priorities and deadlines.

• Extensive knowledge of senior level office practices and the ability to anticipate, and respond to, the needs of senior management.

• Demonstrate a commitment to fostering a collaborative working and learning environment that celebrates diversity and inclusion.

• Knowledge of the university structure, procedures, policies, regulations and applicable collective agreements is preferred.

• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Strong organization, time management and prioritization, with the ability to plan/coordinate multiple work initiatives effectively and within set timelines and prioritize the VPTL’s time demands with a high degree of independence.

• Superior interpersonal skills to effectively work with, and build, collaborative relationships with a diverse group of people, both internal and external to the University.

• Resourcefulness, with the ability to use networks to gather information/data to prepare briefs/summaries as required.

• Excellent written and verbal communication skills.

• Strong problem solving, discretion, judgement, and tact with an understanding of the acute sensitivity to the political environment and reputation of the Office of the Provost and Vice-Principal (Academic) and Queen’s and an understanding of when to involve others in decision-making. Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.

• Service-oriented and capable of dealing with a wide variety of constituents in a professional, respectful manner. Ability to remain calm and professional in challenging, fast-paced circumstances.

• High level of attention to detail and accuracy.

• Advanced administrative skills, including the use of technology for information consolidation/distribution/reporting and data analysis.

• Ability to maintain a calm demeanor, focus and high level of work performance in a multi-tasking, highly intensive office environment with competing demands and frequent interruptions.

• Able to self-motivate and take independent initiative, with the ability to work within a team environment, and with minimal supervision.

DECISION MAKING:

• Frequent decisions regarding management of the VPTL’s schedule, including the urgency of a request, the feasibility of delegating the request to another individual or unit, rescheduling appointments, etc.

• Sound judgment in prioritizing meetings, calls and other issues related to the VPTL’s time management.

• Exercise discretion providing information over the phone, in correspondence, and in person to internal and external stakeholders.

• Manage incoming phone calls and emails to the VPTL team within the Provost’s Office, particularly those that may be sensitive or controversial. Makes decisions about the need to involve the Manager, VPTL or other colleagues.

• Determine content of letters, memos and briefing files for the VPTL.

• Decide on most appropriate and efficient (and cost-efficient) arrangements for travel.