Administrative Assistant to the AVP (Finance and Administration)

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Job Summary

Reporting to the Manager, Special Projects (Manager), the Administrative Assistant to the Associate Vice-Principal (Finance and Administration) (Assistant) is responsible for providing a broad range of senior level administrative, organizational, financial, and clerical support to the Associate Vice-Principal (Finance and Administration) (AVPFA) and for the portfolio more broadly. The Assistant contributes to the smooth and efficient operation of the AVPFA’s workday, which requires strong decision making and judgement in order to take action without consultation as required when the AVPFA is unavailable. Other administrative duties include general communication, meeting coordination and support, travel planning, record keeping, and providing support for special events and projects. In addition, this position is responsible for coordinating the preparation of all Board and Senior Leadership submissions across the VPFA portfolio.

Committed to Indigenization – Equity, Diversity, Inclusion, Anti-Racism and Accessibility (I-EDIAA), the Assistant functions with a high degree of autonomy, exceptional level of accuracy, good judgment, efficiency, and high degree of tact and discretion, while working in a fast-paced deadline driven environment. The Administrative Assistant to the AVPFA is a highly visible, multifaceted position with significant impact on the effectiveness and reputation of the AVPFA portfolio. In addition, the Assistant serves as a liaison with a range of interested parties within the university community, as well as external partners.

Job Description

KEY RESPONSIBILITIES:
• Provides executive level administrative support to the AVPFA, by maintaining and managing the schedule for the AVPFA to maximize the use of their time; screening, prioritizing and rearranging appointments; scheduling and deferring meetings; referring requests to others within the portfolio as appropriate.
• Ensures that the AVPFA is properly prepared and briefed for meetings, speeches and other engagements.
• Acts as the primary contact for the AVPFA portfolio and responds to enquiries on behalf of the AVPFA internally and externally with limited direction.
• Ensures the timely flow of information related to the AVPFA portfolio. Reviews reports and disseminates information to interested parties and to the AVPFA. Ensures an effective system to bring forward documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination. Composes correspondence on behalf of the AVPFA, as required. This often involves sensitive and confidential correspondence.
• Coordinates all meeting requirements finalizes meeting dates, books facilities, food and beverage, prepares and distributes invitations, agendas and meeting materials, attends meetings, records and distributes meeting minutes, summarizes next steps and responsibilities for action and sends follow up messages in a timely manner.
• Manages the Vice-Principal (Finance and Administration) (VPFA) Portfolio Board and Senior Leadership meeting submissions.
• Coordinates travel and accommodation arrangements and seminar registrations for the AVPFA. Interprets and adheres to travel and finance policies and procedures. Prepares itineraries and initiates travel reimbursements for expense claims and travel advances.
• Acts as the Expense Reimbursement System (ERS) delegate for the AVPFA, screening all direct report submissions.
• Provides back up and support to the Administrative Assistant to the Vice-Principal (Finance and Administration).
• Assists the Manager, Special Projects with a variety of special projects and reports especially those that pertain to the improvement and development of the VPFA portfolio and the university.
• Plans, organizes and directs events and meetings, including logistics planning.
• Coordinates administrative functions.
• Maintain thorough knowledge of university policies and procedures, governance and administrative structure.
• Undertakes other duties or special projects as required in support of the portfolio.

Investment Services Responsibilities
• Administers departmental accounts for the Investment Services unit; assists as required with the coordination of financial processes and financial transactions, maintains accurate records, reconciles the departmental procurement card, and monitors departmental accounts.
• Manages the planning of the Quarterly Investment Committee Meetings as the key contact to all vital interested parties, including providing administrative support during virtual meetings.
• Assists as required with coordinating and managing the payment of departmental invoices.
• Co-ordinates physical services for the department; equipment maintenance; ensures the provision of office supplies, computers, equipment and furnishings for Investment Services.
• Coordinates physical mail, including express deliveries.
• Manages travel bookings and seminar registrations for the Investment Services team;.
• Provides confidential human resources support for Investment Services by coordinating job postings and completing required documentation, as well as liaising with candidates and Human Resources as needed.
• Serves as departmental safety officer. Responsible for safety programs and ensuring that regulations and safety procedures are followed.
• Tracks employee vacation schedules and acts as departmental timekeeper using PeopleSoft HR.
• Assists Director, Investments with other administrative duties as required.

REQUIRED QUALIFICATIONS:
• Three-year post-secondary degree in business administration or another relevant field, combined with several years (5+ minimum) of experience providing senior or executive-level administrative support in a fast paced and complex environment.
• Extensive knowledge of senior level office practices and the ability to anticipate, and respond to, the needs of senior management.
• Extensive knowledge of policies, procedures and university structure considered an asset.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Superior interpersonal, organization and time-management skills with an ability to plan and coordinate multiple projects/work initiatives effectively and within set timelines.
• Well-developed written and verbal communication skills to effectively work with, and build collaborative relationships with, a diverse group of people, internal and external to the university.
• Strong problem-solving skills with the ability to exercise discretion and determine when to escalate issues as required. Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
• Service-oriented and capable of dealing with a wide variety of constituents in a professional, respectful manner. Ability to remain calm and professional in challenging, fast-paced circumstances.
• High level of attention to detail and accuracy with strong analytical, interpretive and problem-solving skills.
• Advanced administrative skills, including exceptional computer skills for information distribution/reporting and data analysis (Word, Excel, PowerPoint, PeopleSoft, etc.). Ability to adapt to changing technology and implement new processes to increase productivity.
• Ability to maintain focus and high level of work performance in a multi-tasking, highly intensive office environment with competing demands and frequent interruptions.
• Ability to effectively compile and synthesize information from multiple sources to suggest process improvements and support projects or initiatives to improve the department’s services or operations.
• Ability to self-motivate and take independent initiative, demonstrating excellent judgment and an ability to work within a team environment, and with minimal supervision.
• Demonstrates commitment to fostering a collaborative working and learning environment that celebrates diversity and inclusion.

DECISION MAKING:
• Prioritizes work and time, setting up schedules to meet deadlines and carry out responsibilities.
• Frequent decisions regarding management of the AVPFA’s schedule, including determining the urgency of a request, the possibility of delegating the request, using judgement to schedule/reschedule appointments in response to unexpected events.
• Handles and / or refers incoming correspondence and phone calls to the appropriate individual for follow-up, particularly those which are time or content sensitive.
• Determines content of correspondence and other documents composed for signature.
• Resolves problems associated with the office as they arise. Determines when to involve the AVPFA and when to act on one’s own initiative.
Decides how new information or changes will affect the functioning of the department; recommends changes to policy or procedure as required.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities.