Manager, President’s Office

Job Description

A) JOB SUMMARY Under limited supervision, this position manages the President’s office and provides administrative support to the President. In this capacity, the Manager, is responsible for coordinating a wide range of activities involving all levels of personnel at the College, and for directly handling pressing matters in the President’s office. The duties of this position involve interaction with a wide variety of external contacts in all levels of government and the community. As well, this position constitutes the formal channel through which sensitive, emergent, or confidential matters reach the President. The Manager, President’s Office manages the President’s Office and supervises and coordinates the work of support staff in the Executive offices. The role requires the individual to possess self-directedness, excellent organizational skills, as well as sound judgment and discretion in order to balance competing priorities in a large and complex organization.

B) REPORTING RELATIONSHIPS Reports to the PresidentDotted line reporting of other Executive Assistants in the Executive offices.

C) KEY ACCOUNTABILITIES/RESPONSIBILITIES Presidential Support

• uses initiative and judgment to take action so that matters requiring immediate attention are prioritized and appropriately addressed;
• screens, reviews, and prioritizes all correspondence and communication (written / verbal / published / email) to ensure the President’s timely response. This includes: assessing information, providing background data where necessary for general information and decision-making; providing advice, replies, follow-up, or assistance on own initiative where appropriate; responding directly, or preparing response for President’s signature;
• reviews and processes confidential materials and matters directed to and emanating from the President’s office; including the management and resolution of sensitive student or union matters
• undertakes regular contact with external bodies, such as the Office of the Minister responsible for post-secondary education, on a wide range of matters concerning the President’s office and the college in general;
• compiles information for the President, prepares reports or materials as required;
• provides advice and recommendations to President on procedural and sensitive matters;
• manages the President’s schedule, using clear understanding of current and emerging issues along with tact and diplomacy to ensure issues are dealt with in a timely manner;
• drafts President’s written and verbal reports to the Board which outline his attendance at events and meetings;
• acts as the President’s contact for all computing hardware and software needs.

Committee Support Functions

• provides administrative support for the committees led by the President. This includes: creation of agendas and collection of supporting documents for President’s approval, distribution of meeting packages, agenda, composition and distribution of minutes, ensuring follow-up on items requiring action; researching requests that require discussion/decision; and developing recommendations where appropriate.
• Attends weekly College Executive Team (CET), monthly Senior Leadership Council (SLC), and quarterly financial review meetings as an active contributor and participant as well as note taker and to ensure items discussed are followed up on.

Special Project Functions

• as directed by the President, or on own initiative, directs and coordinates special projects or initiatives, ensuring the timely completion of such assignments and / or for the development of recommendation.

Communication Functions

• assists the President in preparing and distributing communications to the College at large and to Union representatives as needed for matters such as budget updates and news releases.

Budgetary Functions

• in consultation with the President, develops, prepares, and monitors the President budget accounts;
• manages budgets by approving expenditures, flagging and resolving errors, and initiating transfers where appropriate;

Office Management Functions
Provides leadership and management to ensure the efficient operation of the President’s office:

• determines, provides estimates, and prepares resource and facility requirements for the President’s office;
• is responsible for service standards, and ensures office procedures are maintained and modified as needed;
• authorizes expenditures to the prescribed limit as required.

College Support Functions
Assists in the administrative, financial, and personnel functions of the College.

• Acts as a resource and/or liaison by gathering and/or providing information and/or advice to Executive, Directors, College employees, Ministry officials, the public, and affiliated external organization, and ensures the dissemination of relevant information to appropriate Division/College personnel;
• participates in facilities, financial and strategic planning;
• assists with college events such as Convocation.

Executive Office Administration

• supervises and provides direction and guidance to the Executive Assistant to the Board, and facilitates the efficient and effective operations of the President’s office;
• manages the support staff in the Executive Offices to ensure adequate coverage and communication between departments.
• Chairs and leads the College Management Team Assistants (CMTA) group’s application of policies and procedures through regularly organized meetings and communications with clear, concise, and consistent messaging.

D) OTHER FUNCTIONS AND RESPONSIBILITIES

• Performs other related duties as assigned.

Qualifications An undergraduate Degree with education/courses in research, writing, and analysis. Several years of progressively more responsible office experience, at least five of which are at the senior management level, in a complex environment. Experience in a post-secondary institution or public sector is highly desirable, or an equivalent combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated ability to be multi-task oriented, self-directed, to make decisions and to meet deadlines and changing priorities while maintaining a high level of service and confidentiality.
• Exceptional administrative support skills, including the ability to work independently, perform well under pressure, deal effectively with non-routine matters, display initiative and problem-solve.
• Proven ability to act with integrity, exercising tact and diplomacy in interactions with internal and external stakeholders.
• Demonstrated ability to work positively and professionally with the public and College staff both in individual and group settings (in particular, in situations where people are upset or angry).
• Superior accuracy and professional judgment are required.
• A demonstrated high level of knowledge and superior competence in using Microsoft Office applications, with Excel and Power Point in particular, at the advanced level, especially in a networked computer environment.
• Excellent organization, presentation, written, oral and interpersonal communication skills.
• Strong research skills, using web based and print techniques.

Supporting Truth & Reconciliation Commission's Recommendations Capabilities As a member of the college community with responsibilities to enable the achievement of college-wide strategic objectives, the EA to the President will demonstrate the three core and three leadership capabilities identified in the Focus on Students and Their Success (Core)We all have a role to play in promoting and supporting students – directly or indirectly – contributing to their success, education and transition as they build their path to the future.Cultural Alignment (Core)Inclusion and respect align with Camosun’s traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.Fostering and Nurturing Relationships (Core)Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.Address College Needs (Leadership)In order to address college needs leaders recognize and respond to the complex, diverse and interdependent components. Leaders inspire others to work individually and collaboratively to achieve departmental/divisional, college and sectoral goals.Enable Self & Others (Leadership)To better serve students and the college to achieve success, leaders enable self and others to take responsibility and to participate in learning and development opportunities.Create Time and Space (Leadership)To be at our best and achieve organizational goals, we need both time and space. Time and space as a unitary concept promotes opportunities to listen, plan, think, create, innovate and develop relationships.