Administrative Assistant, Vice President, Community Engagement

Job Summary :

The Assistant, Office of the Vice President, Community Engagement provides a key role in providing confidential administrative support. The incumbent handles confidential materials and responds to sensitive situations, ensuring a high level of diplomacy and tact. The incumbent supports the senior executive and office. Attention to detail, efficiency, reliability, accountability, and proactive administrative and project coordination skills are essential.

The Assistant provides confidential support to university committees, overseeing logistics, preparing briefing and event materials, and taking meeting notes and ensuring timely follow up on action items. The role handles all matters pertaining to the Vice President’s calendar, coordinating meetings and events with internal and external partners, and ensuring that the Vice President is aware of, and prepared in advance of meetings.

Qualifications :

Two year job-related diploma from a recognized post-secondary institution.

Minimum three years of office administration experience, preferably at the senior assistant level and preferably in a post-secondary institution environment or similar complex organization.

Superior interpersonal and written communication, time management, and organizational skills.

Proven ability to work independently and as part of a team and meet multiple deadlines with a high degree of accuracy and attention to detail.

Works with internal and external communities in a collaborative, reciprocal, and mutually beneficial way.

Utilizes and champions best practices in principled decision making to consistently prioritize, execute, and evaluate the impact of activities on faculty, staff, students, and community partners.

Demonstrated experience working in a professional office environment, respecting both personal and professional boundaries.

Excellent knowledge of office practices and procedures.

Advanced knowledge of various software applications, primarily Microsoft Office, Outlook calendar / mail, and Adobe.

Demonstrated excellent minute taking and transcription skills; self-directed, proactive, and able to exercise discretion.

Knowledge and understanding of post-secondary policies and procedures is preferred.

Experience working with contracts and agreements.

Demonstrated attention to detail, efficiency, reliability, accountability, and proactive administrative and project coordination skills are essential.

Ability to work occasional outside of normal business operating hours to support events and initiatives as required.

UFV Leadership Profiencies :

Create and implement plans - shape, align and execute the strategic priorities to meet student and community needs.

Lead change – Remain flexible, adjusting to changing circumstances and lead positive change by balancing innovation and calculated risk taking.

Cultivate collaborative relationships – Build effective working relationships internally and externally and collaborate to achieve mutually beneficial goals.

Inspire and develop talent - Invest in developing yourself, staff and faculty, effective teams, and our culture of excellence.

Make effective decisions - Make sound and timely decisions that benefit UFV in both straightforward and ambiguous circumstance.

Infuse Indigenization, Equity, Diversity, and Inclusion.

Lead by example, valuing differing perspectives and backgrounds and promote equity, inclusion and respect in a diverse environment.