Executive Assistant to the Provost Office of the Provost and Vice-President, Academic

Office of the Provost and Vice-President, Academic

Competition No. 24.06.189

Category

Closing Date

Full-Time Continuing (35 hours per week) $65,193 to $88,011 per annum A review of applications will begin June 21, 2024, and continue until a suitable candidate is found.

About Us

MacEwan University is where caring faculty help people connect their passions to their future paths. Located in the heart of Edmonton's diverse and dynamic downtown community, and on the traditional lands of Treaty 6 First Nations and homelands of the Métis people, MacEwan is known for exceptional undergraduate learning.

With its dedication to teaching excellence, informed by scholarly research, innovation, and creative activity, MacEwan provides an exceptional collaborative and supportive learning environment with a commitment to human rights, environmental sustainability, and opportunities for community engagement.

We are committed to creating an equitable, diverse, inclusive, and welcoming community for all peoples, cultures, and identities.

Our comprehensive undergraduate university offers 59 programs to more than 18,000 full- and part-time students in business, communications, community and human services, design, fine and performing arts, health, humanities, natural science, nursing, public safety, and social science.

Through a wide array of experiential learning opportunities, and strategic relationships in the community, we partner with others to produce graduates of stature.

Along with a robust grounding in their chosen disciplines, MacEwan students are given durable life skills that prepare them to take on the world.

MacEwan University is seeking an experienced Executive Assistant for a full-time continuing opportunity with the Office of the Provost and Vice-President, Academic.

Located in the Executive Suite and reporting to the Senior Manager, you will provide senior-level administrative support and will coordinate various administrative activities within a complex and fast-paced work environment, working independently to anticipate the needs of executive leadership.

Key responsibilities include :

• Triaging information and issues, and briefing the executive leadership on key issues and events to ensure timely action;
• Managing the Provost's calendar and facilitating communications with stakeholders, including prioritizing and scheduling meetings, and coordinating availability with stakeholders;
• Acting as a key point person and resource within the Office for students, staff, faculty members, and visitors;
• Coordinating the daily administrative operations of the Office, which includes establishing and maintaining systems, organizational practices, processes, procedures, business guides, and workflow documents;
• Coordinating and administering programs and projects;
• Organizing events and meetings, including drafting agendas and briefing notes, booking spaces, attending and participating in leadership and committee meetings, keeping records of attendance, recording and distributing meeting minutes, and ensuring follow up on action items;
• Conducting research to prepare briefing notes, reports, communications, and other related materials;
• Coordinating recruitments, including booking interviews and conducting on-boarding, training, and off-boarding;
• Acting as the records coordinator for the Office, maintaining internal standards for records management and retention, responding to requests for information, and maintaining the security of the executive's records and files;
• Coordinating the Provost's involvement in governance activities, ensuring effective flow between academic and administrative governance;
• Drafting, editing, formatting and distributing correspondence, documents, reports, and presentations;
• Maintaining the intranet and public-facing website for the Office;
• Providing administrative support and coordination for the Deputy Provost's Office;
• Reconciling expenses, completing quarterly executive expense disclosures and investigating and resolving financial reporting discrepancies;
• Providing scheduling and calendar support for the Office; and
• Obtaining quotes for goods and services and liaising internally with accounts payable and externally with suppliers and vendors.

Skills

You will have :

• Exceptional attention to detail;
• The ability to foster and maintain positive collegial relationships with a variety of internal and external stakeholders;
• Excellent organizational and time management skills, with the ability to exercise initiative, work independently, and manage multiple priorities;
• Strong problem-solving skills, with the ability to analyze information and processes, and apply critical thinking skills, good judgment and discretion when handling confidential and sensitive information;
• Knowledge of FOIP and records retention practices and legislation;
• The ability to create effective processes and improve office systems; and
• Proficiency with Microsoft Office and Google suite applications.

Qualifications

• A minimum of a post-secondary diploma in Business Administration or a related field.
• A minimum of 8 years of progressively responsible and diversified administrative experience at a senior or executive level.
• Experience working in a post-secondary institution or a related public sector environment is preferred.
• An equivalent combination of education and experience may be considered.

When you become part of the MacEwan University team, you will enjoy a competitive salary. Our total compensation package includes :

This position is included under the Out of Scope employee policy (D1015). Applications sourced through this process may be considered for similar opportunities within MacEwan University.

MacEwan University is committed to fostering the principles of equity, diversity, and inclusion within our community, and we are dedicated to removing barriers that have been historically encountered and are currently experienced by some members of our society.

We welcome and encourage applications from Indigenous peoples, racialized persons, visible minorities, women, persons with disabilities, sexual and gender minorities, and members of all equity-deserving groups.

We believe that the diversity of our students, staff, and faculty serves as a strength of our institution and benefit to society.

We are committed to ensuring full and inclusive participation for all in our community.

Accessibility Statement

We strive to provide an inclusive and barrier-free work environment, beginning with the hiring process. If you require accommodation, we want to ensure you have the support you need to showcase your abilities.

Please contact [email protected] and we will support you to the best of our ability.

Personal Information Collection Notification

Personal information is being collected to determine your qualifications for employment. This information is collected, used and protected under the authority of and in accordance with the provisions of the Freedom of Information and Protection of Privacy Act.

It may be provided to non-HR members of a hiring and interview panel if your application advances to that stage of the hiring process.

If you have any questions about these arrangements, please contact : Human Resources, University Services Centre, Rm. 10-600, 10700-104 Avenue, Edmonton, Alberta, T5J 4S2 or phone (780) 497-5434.

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