The Admin Assistant, VP External provides a key role in providing confidential administrative support to the Vice President External, which includes:
Handles and processes confidential materials and matters directed to and emanating from the Vice President or Manager.
Handles sensitive situations or complaints from internal/external sources with high level of diplomacy, referring to appropriate authority when necessary.
Provides confidential administrative support for the Vice President External portfolio committees; coordinates, schedules and organizes meetings; takes and transcribes confidential meeting minutes; follows up on action items arising from external committee and board meetings.
Supports special projects led by the Vice President External portfolio.
Assists with service contracts and employment contracts and agreements that require liaising with Legal Counsel and various external contractors/consultants.
Ensures Vice President is aware of issues requiring attention; handles and processes urgent and confidential matters.
Assists in preparing confidential materials for the UFV Board, Finance & Audit Committee, President Advisory Committee, and highly confidential external committees and economic development boards the Vice President External serves on.
Assists with preparation of material and information, including those of a complex and/or highly sensitive nature; budget submissions, financial reports, board reports, capital plans, ministry correspondence, and personnel matters; researches and compiles information for reports or projects.
Maintains the Vice President External and Director’s schedule, coordinates meetings with external organizations and boards, and alerts him/her to meetings and prepares meeting materials as required.
Provides front-line assistance and is the key office contact during the Vice President External and Manager’s absence.
Provides support to the Vice President External and Manager on matters related to property development and community planning.
Supports the Vice President External in nurturing high profile community and industry relationships; handles sensitive situations with a high level of diplomacy and tact.
Liaises with university wide Deans/Vice President’s, Directors, and exempt staff on routine and non-routine matters.
Uses initiative and sound judgment to resolve routine issues and problems, and ensure confidential/critical matters that require immediate attention are dealt with directly or referred to the appropriate authority.
Provides information and assistance to faculty, staff, internal administrators and members of the university community on policies and procedures.
Maintains the Vice President External division website and other digital communications channels.
Maintains a central office records system to increase the efficiency of the office and support the administrative requirements of the Vice President External.
Supports departmental and institutional events within the Vice President External portfolio.
Other duties as assigned by the Vice President External.
A two (2) year related diploma from a recognized post-secondary institution.
Minimum three (3) 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
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
Graphic Design Content Management System (CMS) knowledge and familiarity working with Smartsheet is an asset
Experience working with contracts and agreements
The University of the Fraser Valley is located on the unceded (ancestral) territory of the Halq'eméylem-speaking peoples. We express our gratitude and respect for the honour of living and working in S’olh Temexw (Our World; Our Land). In all that we do, UFV strives to support and honour the Stó: lo peoples goals of self-determination and well-being on these lands. A commitment to Indigenization and Reconciliation is core to our institutional Vision and our Education Plan. This commitment includes the goal of centering Indigenous ways of knowing throughout our organization, recognizing our responsibilities to community, and a multi-year plan to increase the number of Indigenous faculty, staff, and administrators working at UFV.
UFV has four campus locations within the beautiful Fraser Valley in British Columbia. Recognized as one of BC's top employers, UFV offers a combination of career and lifestyle benefits. Join a team of 1,400 passionate professionals who value integrity, inclusivity and excellence. At UFV, you will serve a vibrant community, and shape the future of 15,000 students.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. In an effort to be both environmentally and fiscally responsible, UFV will contact only candidates receiving an interview. We thank all applicants for considering UFV for employment. Shortlisted applicants may be required to undergo a criminal record check and/ or a verification of their education credentials.
UFV is committed to the principle of equity in employment.