Job Description

Faculty/Department Facilities Management Unit Facilities Mgt - Administration Support Employee Group Out of Scope Collective Agreement Consideration Open to the Public. CUPE 5791 Job Family N/A Category Staff Number of Vacancies 1 Position Summary
Join our team as a dynamic Executive Assistant , providing strategic guidance and executive-level support to drive the success of Facilities Management (FM) through liaison, collaboration, and consultation with the various Directors of Facilities Management, university staff, students and stakeholders. Reporting to the Associate Vice-President (Facilities Management), the Executive Assistant provides leadership and guidance in the administration of significant and critical issues crucial to the success of Facilities Management. This exciting opportunity also provides executive-level assistance to the Associate Vice-President (Facilities Management) and FM Directors and is responsible for special projects and a member of Facilities Management Leadership Team. Specific Accountabilities: • Primary liaison : Provide administrative supportto Facilities Management and members of the Facilities Leadership Team (FLT): Serves as the primary point of contact and liaison for the AVP on day-to-day operational and administrative issues; Reviews, prioritizes, directs and follows up on correspondence for the AVP to ensure deadlines are met; Researches, produces, edits, formats and coordinates documents for the AVP (i.e. Board items, policy and program work, etc.); Composes written responses to informational requests; Plans and organizes the activities of the AVP and other staff in the department including committee meetings, maintaining calendars, scheduling appointments, preparing and distributing agendas, etc.
• Meeting Coordinator : Schedules and coordinates dates and times for committee meetings, attendance and venues; Develop draft agendas.
• Administrative Expert : Overall responsibility of FLT administration; Develops and maintains a number of operational systems; Monitors attendance reports and vacation schedules, electronic calendars, financial spreadsheets, and filing systems; Assists AVP in coordinating special events and projects as they arise
• Website Management :Overall responsibility for the Facilities Management website; Coordinates and manages FM department website to meet internal and external client needs; Works with Information Services and University Communications & Marketing to develop format of website; Works with Facilities Leadership Team to develop content and ensure relevant information is included on the site; Monitors effectiveness of the website



Why Join Us?
At the University of Regina, we're more than just a campus - we're a community!

Join our team and enjoy:

• Meaningful Impact: Your work directly contributes to creating a better environment for students, faculty, and staff.
• Professional Growth: We support your development, offering opportunities for advancement and learning.
• Work-Life Balance: We value your well-being and know your personal life is most important!
• Dynamic and Inclusive Workplace: We value diversity and inclusivity. You'll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
• Innovation Culture: We encourage fresh ideas and innovative thinking.
• Competitive Compensation: We offer competitive compensation package and benefits to reward your talent. A few of the these benefits include Health/Dental/Vision Benefits, flexible spending account, Defined Contribution Pension Plan, and much more!




Position Requirements
What You'll Bring to this Position: • Grade 12 supplemented by completion of a recognized Office/Business course;
• 5 years' experience working in an executive assistant capacity;
• Combination of education and experience may be considered.



Skills That Will Ensure Your Success in the Role: • Ability to work in a high pressure environment where multi-tasking is the norm;
• Ability to handle confidential information with maturity, judgment and discretion;
• Experience managing the calendar of a senior executive;
• Ability to use MS Office, MS Excel, MS Access and complex databases such as Banner;
• Knowledge of a department work plan in order to prioritize issues as they arise and anticipate administrative impacts as a result of department work priorities;
• Excellent written and verbal communication skills;
• Excellent organizational skills
• Expenditure and budget process expertise - purchasing, budgeting, forecasting, invoicing, and coding policies and procedures in order to monitor expenditures and prepare and maintain budget.

Physical Demands Pay Grade OOS 4 Salary Range $61,736 - $92,602 Annually Status Term Work Hours
8:15 am to 4:30 pm
Duration (if Term/Temporary) 2 Years with possibility of extension and/or becoming permanent Full-Time/Part-Time Full Time Preference Posting Visible Minority Target Posting Not Targeted
Additional Information
Contact Information


Job Open Date 02/12/2025


Job Close Date 03/04/2025


Open Until Filled No


Special Application Instructions
We know imposter syndrome can get in the way, so please don't hesitate to apply. We'd love to hear from you. Submit your application today!


Diversity Statement
The University of Regina is committed to an inclusive workplace that reflects the richness of the community that we serve. The University welcomes applications from all qualified individuals, including individuals within the University's employment equity categories of women, persons with disabilities, members of visible minorities, Indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code.