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Location

Saskatchewan | Canada

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Job description

Job Duties/Qualifications, Skills and Abilities(QSA)

Job Duties

Job Duties

The administrative assistant is accountable to the senior executive assistant (SEA) to the Provost & Vice President, Academic. The incumbent is responsible for providing high level administrative support to all functions of the office of the SEA. This position supports the operational aspects and general direction of the SEA to the Provost & Vice President, Academic, supporting coordination of its activities and interacting with a wide range of internal and external stakeholders. The administrative assistant acts as an aide and project manager by deploying resources, leading activities and realizing the goals of the office of the Provost & Vice President, Academic. The administrative assistant has considerable discretionary judgment, manages sensitive and confidential issues, and has a highly developed sense of responsibility. 

QUALIFICATIONS, SKILLS, ABILITIES AND EXPERIENCE

Specific Accountabilities

Administrative Management
• Manage and coordinate day-to-day administrational duties and support for the SEA’s office.
• Support the SEA office’s front-line contact with various stakeholders.
• Manage, when requested, the SEA’s email by prioritizing, following-up, and responding if appropriate.
• Coordinate and compile necessary materials in preparation for the SEA’s meetings and Provost’s meetings and coordinate, when requested, the information flow of notes and materials resulting from meetings to accomplish set goals.
• Research, draft, review and coordinate reports, proposals, communications and presentations initiated by the SEA directed towards various internal and external stakeholders.
• Manage and coordinate file and electronic information and retention systems for this office.

Project Management
• Provide strategic support to the SEA by cooperating in the creation of this office’s annual MYBP process which includes data tracking for program updates through Academic Council and SALT.
• Assist in coordinating new proposals, and projects throughout the year.
• Provide assistance as needed for various large or complex projects within the SEA’s office.
• Provide strategic support to the SEA utilizing a variety of research tools and methods.
• When requested, assist in the development of documentation to be reported to the Board of Directors and civic, provincial and federal governments as required.

Relationship Management
Internal
• Build and maintain effective relationships among the office of the SEA and Provost & Vice President’s Office and the offices of other senior managers to ensure relevant sharing of information.
• Maintain effective interaction and act as a resource to faculty and staff of other departments on relevant SEA and Provost & Vice President, Academic Office matters.
• As an initial point of contact for the SEA, anticipate potential challenges, act to field concerns and resolve difficult situations including sensitive issues requiring absolute discretion while maintaining effective rapport with internal parties.
• When requested, provide administrative support to Academic Council and the Senior Academic Leadership Team (SALT) as required.

External

• Provide effective interaction with various external stakeholders including all levels of government representatives and agencies, other educational institutions, business and industry, and the general public, to answer queries or direct stakeholders to the appropriate internal resource/division.
• As an initial point of contact for the SEA, anticipate potential concerns and act to field the concerns and resolve difficult situations while maintaining effective rapport with external parties.

Resource Allocation
• Update and inform the SEA on budget matters by tracking and reviewing budgetary items for accuracy and presenting reports on an as needed basis.
• Provide financial and budget consultation to the SEA.

Event Coordination
• Develop and coordinate large and small-scale event and meeting agendas, materials, invitations and response lists, and minute preparation as required.
• Coordinate facility arrangements to ensure seamless presentation of events.
• Coordinate travel arrangements for guests and the SEA, and for the Provost when appropriate.
• Manage budget for events.

Duties

Located at the SaskPolytech Administrative Offices in Saskatoon, the administrative assistant is a representative of the SEA, Provost & Vice President’s Office and acts as a contact between the office of the SEA and internal and external stakeholders daily, sharing information and resources to all parties where appropriate. This position has no reporting subordinates. The Provost’s Office includes a highly productive team of seven out of scope staff. The administrative assistant understands the institutional, divisional, academic and administrative structures of the organization including lines of authority, communication and reporting. On occasion, the administrative assistant travels to various locations across the province to provide support for the SEA.

Required Qualifications, Skills and Abilities (QSA)

Requirements include a post-secondary diploma or certificate from a recognized business program and a minimum of five years experience in a senior level administrative position. Numerous combinations of education and experience will be considered. A history of strong organizational skills and budget management are required. Experience at a large publicly funded institution is considered an asset.

Desired QSA

Required Competencies

Leads Transformation
Anticipates emerging trends and creates opportunities that shape and transform the organization and the polytechnic sector in Canada.

Inspires Courage & Innovation
Models and enables creative thinking, curiosity, and calculated risk taking to create new solutions and enable transformative change.

Cultivates Strong Relationships
Builds strong and trusting internal and external relationships and brings a stakeholder and learner-centric mind set and focus to all elements of the organization.

Drives Operational Excellence
Leverages business insight, financial acumen, and operational rigor to maximize productivity and build long-term, sustainable success.

Builds Leadership & Culture
Brings authenticity, emotional intelligence, and accountability to develop leadership effectiveness in individuals, teams, and our culture.

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Job tags

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Salary

$29.11 - $38.29 per hour