Job Description

Executive Assistant - Institutional Planning and Assessment

Primary Purpose: To provide confidential and high level administrative and project support to the Senior Directors, institutional planning and assessment (IPA). As executive assistant supports the Senior Directors in their roles and works closely with and on behalf of the Senior Directors to prioritize the work of the office, identify and resolve issues as they arise, make recommendations; communicate with the office staff on a variety of issues, manage projects and committees, establish timelines and workflows; build relationships and the reputation of the IPA in all contacts, and collaborate with a wide range of stakeholders across and outside of the university. This position works in conjunction with the Executive Administrative Director (EAD) and the Human Resources Strategic Business Advisor (SBA) and coordinator to provide human resources leadership, support and direction to the IPA, is responsible for recruitment and retention of staff, in support of the IPA leadership team.

Nature of Work: The executive assistant reports to the Executive Administrative Director and with day-to-day direction provided by the Senior Directors. This is a high volume, fast paced position involving tight timelines and multiple competing priorities. On a daily basis, it is necessary to adapt to shifting priorities and timelines, frequent interruptions and competing interests. This position works closely with the Senior Directors in a highly confidential manner to investigate and resolve issues, make recommendations and coordinate responses on behalf of the office and portfolio, communicate to the university community on a variety of issues and initiatives, coordinate and manage projects and collaborate with a wide range of stakeholder offices, including but not limited to the to the office of the Provost and Vice-President Academic and other senior administrative offices. This position works directly with the Senior Directors, and in this context uses their discretion and sound judgment to prioritize to meet deadlines in an environment where there is continuous change, shifting priorities and frequent interruptions. This position requires timely and effective follow-up on decisions with minimal direction, as well as effective and accurate exchange of specialized and complex information to others. The impact of error is high as the position is responsible to ensure that unit\'s responsibilities and project work, under the direction of the Senior Directors, are completed accurately and in a timely manner, and to ensure the Senior Directors and other senior administrators have access to necessary, accurate and timely information. Confidentiality and considerable discretion are required as this position is privy to and works with sensitive, highly confidential information. The ability to trust and maintain positive relationships within and external to the units are critical for this role.

Typical Duties or Accountabilities:

Administrative

• Strategically manage the email and schedule of the Senior Directors; establish standards that provide a balance between meeting and office/work time, reflect realistic priorities in terms of who and when to book into the calendars, and allows sufficient flexibility to accommodate immediate needs.
• Provides high-level support and coordination to the Senior Directors, including developing agendas, briefing notes and background material; follow-up on action items; conduct research, analyzing materials and produce and/or participate in the development of reports and supporting documents; coordination of all travel arrangements including flights and accommodations; monitor and draft correspondence on behalf of the Senior Directors or for senior university governance and committees.
• Prepare and distribute meeting materials and associate logistics to ensure that the Senior Directors are prepared for all meetings and committees.
• Supports institutional projects as assigned, by providing support for projects, project teams, task forces, working groups, committees, colleges, schools and administrative units.
• Shares knowledge appropriately and freely to allow fully informed decision-making by the IPA leadership team and those seeking advice and guidance from the office.
• Ensures the timely and judicious articulation of those issues about which the Senior Directors need to be aware, and/or which the Senior Directors can alone address or refer.
• Supports the Senior Directors in managing the integrated planning, resource allocation and institutional effectiveness functions for the University of Saskatchewan, and related strategic initiatives, through collaborative activities and initiatives with other members of the IPA team and by providing input and feedback on select IPA projects.
• Often as the first point of contact for IPA, ensures the Senior Directors are effectively represented in all contacts, ensuring the right tone and interest are projected, dealing with issues and concerns and solving or referring problems as they arise.
• Effectively manages and prioritizes projects assigned to the administrative team to ensure completion within an appropriate timeframe.
• Monitors and effectively manages vacation usage to ensure fiscal liabilities for the university are reduced
• Performs other duties as assigned and assists with coverage during colleagues\' absences.

Human Resources

• Provides effective and confidential support to the Senior Directors on human resource matters related to staff including recruitment, retention, layoffs, terminations and performance management.
• Provides advice and support for the human resources function in the IPA, and liaises with the Human Resources SBA on behalf of the Senior Directors and staff as required.
• Manages the day-to-day human resources needs of the IPA (e.g. staff new hire orientation and departures, time tracking, leaves, payroll) and participates in organizational development for the office.
• Support and guide the annual salary review and merit process.

Leadership

• Works with the Senior Directors to identify the priorities of the office and communicates this information to the staff. Supports, tracks, and reports back the delegation of duties to staff on behalf of the Senior Directors.
• Works with the EAD and other administrative staff to effectively streamline operational practices and procedures within the portfolio.
• Identify, coordinate, create and support new platforms and systems to support IPA projects and priorities.
• Liaison with committee secretaries to identify and coordinate IPA related items coming forward to various committees.
• Oversees the administrative support for Provost\'s Budget Committee and Provost\'s Committee (BC), Budget Committee Support Group (BCSG), Fee Review Committee (FRC) and Allocating Support Centre Resources (ASCR) committee on behalf of the Senior Directors.
• Ensures effective and professional representation of the IPA/provost portfolio in all contacts by projecting the right tone and interest when dealing with issues and concerns and solving or referring problems as they arise.
• Models a positive, professional, productive and collaborative work environment in the provost\'s portfolio.
• Exercises sound judgment, confidentiality and discretion.

Education: A post-secondary diploma or certificate in office administration from a recognized college or technical school and five to seven years of senior administrative experience. A Bachelor of Commerce or Business Administration degree is an asset.

Experience: Experience in support of large projects or strategic planning or business planning would be an asset. Demonstrated ability to support senior level administrators in a large organization and to work effectively and directly with confidential and sensitive information is essential.

Department: Institutional Planning and Assessment
Status: Permanent
Employment Group: Exempt
Full Time Equivalent (FTE): 1.0
Salary: The salary range, based on 1.0 FTE, is $50,000.00 - 88,000.00 per annum. The starting salary will be commensurate with education and experience.
Salary Family (if applicable):
Salary Phase/Band: Salary Band 2
Posted Date: 2/14/2023
Closing Date: 3/6/2023 at 6:00 pm CST
Number of Openings: 1
Work Location: May be eligible for hybrid work under the terms of USask\'s Alternative Workspace Guidelines

The successful applicant will be required to provide the following current verification(s) where \'Yes\' is indicated below. Further information is available at:

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 for faculty, staff and students in consideration of the COVID-19 pandemic.

The University believes equity, diversity, and inclusion strengthen the community and enhance excellence, innovation and creativity. 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 in order to participate in the recruitment process, please notify us and we will work together on the accommodation request. The University of Saskatchewan\'s main campus is situated on Treaty 6 Territory and the Homeland of the M\xc3\xa9tis. We pay our respects to the First Nations and M\xc3\xa9tis 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.

University of Saskatchewan