Job Description

Executive Assistant, Vice Dean Academic and Associate Dean Student Affairs

Primary Purpose: To provide confidential and comprehensive high-level executive support to the Vice Dean Academic and Associate Dean of Student Affairs, with emphasis on ensuring the smooth functioning of the portfolios, including strategic projects, timely and effective follow-up of decisions, and operational issues, with a high degree of independence.

Nature of Work: This position reports directly to the Vice Dean Academic and Associate Dean of Student Affairs, in the College of Arts & Science. The standard for the quality of work and timely completion of projects is high. The work also requires a proactive approach in a complex academic and research environment, and the ability to work and communicate effectively and cooperatively, by a variety of methods, with Vice Deans, Associate Deans, Deans, administrators, faculty, staff, and students, acting as a resource to others. Considerable discretion is required as the position is privy to and works with sensitive and highly confidential information.

Typical Duties or Accountabilities: Key accountabilities are administrative, financial and resource management, strategic planning, and forming and following best practices:

• Establish and maintain a multitude of collaborative relations and optimally utilize them to achieve desired outcomes. It requires the establishment and maintenance of effective professional working relationships with faculty, administration, and external partners that supports exceptional collaboration and problem-solving;

• Ensure efficient, accurate, and confidential support to the Vice Dean Academic and Associate Dean of Student Affairs including: daily calendar and email management, financial and travel paperwork, developing agendas and background material; conducting research, analyzing materials and producing and/or participating in the development of reports and papers; preparing meeting summaries, background papers, and correspondence. This position requires excellent writing skills and provides high-level administrative support to the Vice Dean Academic and Associate Dean of Student Affairs on various committees chaired by those two positions;

• Effectively represent the office of the Vice Dean Academic and Associate Dean of Student Affairs in all contacts, ensuring the appropriate tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise;

• Identify, monitor and articulate, in a timely and judicious manner, critical action items and briefing the Vice Dean or Associate Dean on developments related to those issues while ensuring issues raised are triaged and dealt with or referred to the appropriate resource person;

• Provides coordination and support for college faculty, staff, and student processes and functions that directly involve the Vice Dean Academic and Associate Dean of Student Affairs;

• Supports the Vice Dean Academic and Associate Dean of Student Affairs' research needs including providing administrative support in the management of grants, papers, and talks;

• Develops and maintains effective, collaborative working relationships with college and unit personnel across campus;

• Is a key resource to our faculty, department heads responding to questions or providing referrals regarding the Dean's Executive Committee, and the Undergraduate Chairs Forum and collective of Associate Deans across the campus;

• Ensures issues raised are triaged and dealt with or referred to the appropriate resource person;

• Performs other duties as assigned and assists as needed with backfill or overlapping of duties with co-workers.

Education: A university degree is required, preferably with an Arts & Science major/area of specialization. A graduate degree in a related field would be considered an asset.

Experience: Minimum of 5 years of progressively responsible experience, working with senior administrative leadership requiring the management of highly complex projects, preferably in a university administration environment. An understanding of, and familiarity with, the programs, services and culture of the University of Saskatchewan and the academic environment. Direct knowledge of issues management and the decision-making processes in a university environment. Broad understanding of the university's strategic directions, and ideally, the College of Arts & Science. An equivalent combination of education and experience may be considered.
Skills: High standards of professional integrity in handling confidential information as well as excellent interpersonal and communication skills, both written and verbal. Ability to develop relationships with a wide variety of individuals including staff, faculty, and senior administrators. Ability to work independently, collaboratively, or as part of a group. Proficient working knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Teams, etc.) and openness to training on new systems as required. Versatility and ability to multitask effectively while paying close attention to detail and maintaining accuracy is essential. Ability to effectively coordinate multiple complex projects with sometimes changing and conflicting priorities in order to meet deadlines. Tact and diplomacy. Understanding of university environment and policies and processes including research signature areas, nomenclature, regulations, governance, approval structures. Direct knowledge of, and experience with university systems processes, and functions.

Department: College of Arts & Science-Dean's Office
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: 9/13/2022
Closing Date: 9/26/2022
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 Metis. We pay our respects to the First Nations and Metis 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.