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Title: Executive Assistant to the Provost & Senior Vice President Academic (VPA)
Position Summary
The position provides executive level administrative support in the Office of the Provost & Senior Vice President, Academic (VPA). The incumbent reports to the VPA and works closely with the Executive Assistant to the President and with the Administrative Assistants to the Deans.
The incumbent liaises with internal staff, government departments, educational institutions, professional organizations, international organizations, and community members to maintain contacts and relationships critical to the operations of the Office of the VPA. The incumbent supports the VPA in relation to initiatives, meetings, travel, and administrative responsibilities. The incumbent must have a strong understanding of the breadth of organizational priorities, be diplomatic when managing sensitive issues, demonstrate strong organizational skills to ensure timelines are met, be able to work independently, and be flexible and proactive in responding to the breadth of tasks and projects under the authority of the VPA. Written and verbal information must be presented accurately, clearly, insightfully, and with sensitivity.
The incumbent provides administrative support to the Office of Academic Quality Assessment and the Office of Research Services, as well as institutional committees that fall within the authority of the VPA Office. The incumbent also acts as a liaison and resource to the Faculties and Institutes related to business functions that require broad and in-depth knowledge of the university’s policies, procedures and operating practices.
Supervisor: Provost & SeniorVice President Academic
Who We’re Looking For
We are looking for a highly organized, thoughtful and proactive professional who thrives in a trusted executive support role and is energized by the mission of Christian higher education.
The ideal candidate brings sound judgment, discretion, strong relational skills and the ability to anticipate needs, manage competing priorities and navigate sensitive matters with maturity. You will be comfortable working across a complex academic environment, building relationships at all levels, and providing exceptional support to the Provost & Senior Vice President Academic.
As a Christian university, alignment with and respect for Ambrose University’s Christian mission, values and community is important to success in this role.
Duties and Responsibilities
Office of the Provost & Senior Vice President Academic
A. Academic Affairs Office Operations
1. Manage and prioritize VPA’s calendar appointments
2. Communications
a. Manage incoming and outgoing mail (email) to determine urgency, replying and forwarding e-mails to the appropriate areas
b. Compose correspondence of a routine nature
c. Process and provide responses to straightforward inquiries from internal and external stakeholders
d. Make requests as directed by the VPA to internal and external committees, government, etc.
e. Review the university’s website to update information pertaining to the Office of the VPA
3. Manage logistics for meetings (schedule, book meeting rooms or set up online meeting links, prepare agenda and meeting documents, order food, arrange room set up, order equipment, parking arrangements, etc.)
4. Create the annual meeting schedule for the Standing Committees of GFC
5. Provide reception for office and receive visitors
6. Order office supplies
7. Documents and Files
a. Manage files for Academic Affairs (includes central file archives on Sharepoint and paper files)
b. Maintain currency of the Faculty Handbook, publish annually
8. Events
a. Make travel arrangements for VPA
b. Support VPA with on and off campus events
c. Faculty Retreat
i. Book location, order food, support program/agenda, provide details for the event to attendees, pay invoice
d. Provide logistical support for retirement celebrations organized through the Offices of the President and VPA
e. Manage logistics for speakers/guests arranged through the Office of the VPA
f. Participate in the planning of the graduation ceremony
g. Participate in the planning of Fall and Winter Convocation chapels
9. Interact with departments to facilitate the work of Academic Affairs
10. Manage the policy development process in Academic Affairs (monitor renewal dates, manage SharePoint repository)
11. Monitor and support the approval process for partnership agreements
12. Support the process for Chair appointments and dual appointments for faculty
13. Support coverage for other administrative assistants during absence and vacation
B. Administrative Support for Committees
1. Provide administrative support to committees which fall within the authority of the VPA
a. General Faculties Council
b. Provost’s Council
c. Academic Policy and Planning Committee
d. Promotion, Tenure and Sabbatical Committee
i. Track tenure and sabbatical information, collect tenure and sabbatical proposals, organize student and peer reviews, liaise with President’s Office and Human Resources, prepare sabbatical approval letters, collect sabbatical reports
e. Research Grant Committee
1. Track grants, prepare letters and ensure follow up reports are submitted by faculty
2. Committee support: schedule meetings, prepare and distribute agenda packages, arrange for attendance of guests, compile and distribute minutes, liaise with Campus Services, maintain record of membership, maintain distribution and access lists for SharePoint and e-mail, follow-up matters arising from meetings
3. Serve as a resource to committee members (including student representatives), provide background documentation and advice on processes and protocols
4. Maintain current Terms of Reference for GFC Standing committees
C. Financial Support
1. Prepare honorariums for guests, speakers and external reviewers
2. Prepare expense submissions for VPA
3. Support budget planning activities for Academic Affairs
4. Support the process for awarding Professional Development funds (prepare approval letters, track funds in collaboration with Finance)
D. Human Resource Support in Academic Affairs
1. Provide support to search committees conducted by VPA
2. Support VPA in signing contracts prepared by Human Resources
E. Administrative Support for the Office of Academic Quality Assessment
1. In collaboration with the Coordinator and VPA, research, compile, edit and submit the following:
a. Annual reports for:
i. Campus Alberta Quality Council (CAQC),
ii. Government of Alberta Ministry of Advanced Education
b. Master Academic Plan
c. Institutional review reports for accrediting bodies (CAQC, ATS, ABHE, and the Nazarene IBOE)
2. Provide administrative support for institutional surveys in collaboration with the Coordinator
a. Register, manager process, execute institutional surveys, liaise with external survey groups, prepare student incentives
b. Support program cyclical review processes
3. Organize and update the SharePoint site for the Office of Academic Quality Assessment
F. Administrative Support for the Office of Research Services
1. Support faculty in the grant application process
2. Support the tracking and reporting of research grants in collaboration with the researcher, funder, and Finance
3. Participate in the scheduling and planning of Scholars’ Corner
4. Research Committee
a. Provide support for Ambrose Research Conference (ARC)
b. Provide support for annual Research Day
5. Provide support to the Human Research Ethics Board and Animal Care Committee
6. Maintain records of faculty publications for reports to CAQC
Required Education, Training and Skills
A. 2 year diploma from a post-secondary institution or equivalent
B. At least 5 years administrative assistant experience with increasing responsibility related to a breadth of functions: calendar scheduling, meeting logistics, agenda packages, minutes, completing expense reports and making travel arrangements
C. Experience in a post-secondary institution is preferred
D. Efficiency in Microsoft Office Suite of programs
E. Demonstrated ability to learn and be flexible
F. Strong communication (listening, speaking and writing), interpersonal and team skills
G. Ability to assess and report situations accurately
H. Ability to make decisions and problem-solve
I. Ability to prioritize, re-evaluate, and adjust priorities to meet deadlines
J. Ability to handle challenging and sensitive situations with tact and diplomacy
K. Proactive, anticipates needs
How to Apply
If this opportunity aligns with your experience, strengths and commitment to serving within a Christian university community, we would be pleased to hear from you.
Please submit:
- Your resume
- A brief positioning statement outlining why you believe you are well suited for this role, including the experience, strengths and perspective you would bring to supporting the Provost & Senior Vice President Academic.
Please send your application to [email protected].
Job Type: Full-time
Work Location: In person
