Executive Coordinator to the Deputy Provost (Academic)

Competition 2377

This position is excluded from the bargaining unit.

In accordance with the Handbook of Employment for Management and Professional Staff (Excluded), this position has a comprehensive benefits package and an annual salary which will be commensurate with qualifications.

Location - Work primarily takes place at North Campus, Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the Office of the Provost and Vice-President (Academic)

The Provost and Vice-President (Academic) leads the academic mission of the university by ensuring appropriate resource allocation and overseeing the support, infrastructure and administrative units that underpin that mission. The office also works with the team of vice-presidents to ensure that all portfolios and goals are aligned towards the achievement of the university's vision and strategic plan.

Position

This position reports to the Deputy Provost (Academic) (DPA) and is a critical member of the team.

The Executive Coordinator to the Deputy Provost (Academic) provides comprehensive administrative support and coordination for the functions served under the Office of the Deputy Provost, Academic. The University-wide Vice Provost portfolios that report to the DPA currently include:

• Vice Provost (Access, Community and Belonging)
• Vice Provost (Learning Initiatives)
• Vice Provost (Indigenous Programming & Research)
• Vice Provost (Programs)
• Vice Provost (Library and Museums) and Chief Librarian
• Associate Vice President and Chief Analytic Officer (Institutional Data and Analytics)

Additionally, the DPA has delegated authority and co-accountability for activities within Faculty Relations, University of Alberta International, Online and Continuing Education, and the Graduate & Postdoctoral Studies (GPS).

The Executive Coordinator position requires extensive knowledge of the University of Alberta, ability to collaborate and coordinate across central functions and those within colleges, faculties and departments. The position requires an individual who understands the relationships between functional units with the university and helps to maintain productive and effective relationships. Additionally, the position:

• Requires an understanding of portfolio priorities, initiatives, and issues.
• Demonstrations a high degree of discretion and confidentiality
• Manages all aspects of the DPA's complex and intensive calendar.
• Demonstrates initiative to ensure deadlines and schedules are met through knowledge of regular meetings and upcoming events as well as maintaining a bring-forward system for approaching meetings and commitments.
• Facilitates the request/retrieval of information from a variety of sources across the University campuses in response to the DPA' s meeting and speaking engagements.
• Screens incoming emails and answers enquiries that require discretion in the release of information. Organizes presenters and logistical arrangements for Deans and Academic Leaders Schools as well as the monthly Lunch and Learn sessions for the Deans.
• Confirms and advises on logistical arrangements for travel and compiling relevant information.
• Liaises on a continuous basis with the Chief of Staff and Executive Coordinator to the Provost and Vice­ President (Academic).

Duties

Scheduling and Calendar Management (60%)

• Manages all aspects of the Deputy Provost's complex and intensive calendar.
• Strategically assesses long-term priorities and projects to determine meetings scheduled up to a year in the future; includes institutional and legislative requirements, governance schedules and other activities.
• Meets regularly with the DPA to discuss upcoming priorities.
• Consults with the Chief of Staff and the Executive Coordinator to the Provost to ensure collaboration and coordination in meeting commitments.
• Works with a variety of internal and external stakeholders to ensure the value of DPA's time is maximized.
• Receives requests for meetings with the DPA or requests for the DPA's attendance at various functions.
  • Determines the nature, relevance, priority and level of importance or urgency of each request.
  • Rearranges and reschedules lower priority items to accommodate last-minute or urgent priorities.
  • Suggests reasonable alternate attendee(s} (in consultation with the DPA and/or Chief of Staff, or others) before booking.
  • The schedule of the DPA is very fluid and requires the ability of the Executive Coordinator to reschedule a meeting, a full day of meetings, or a week of meetings within a short time-frame.
• Arranges meetings on behalf of the DPA, including inviting and coordinating schedules of attendees, agenda preparation (if required), logistics, hospitality and travel arrangements as necessary.
  • Ensures all supporting information is gathered for the DPA well in advance of meetings to enable adequate preparation.
  • Prepares electronic and/or hard copy meeting folders and provides appropriate materials for the meeting.
• Communicates regularly with the Executive Coordinator and other Executive Assistants within the Office of the Provost and Vice-President (Academic) to coordinate the calendars of the Provost and Vice-Provosts in responding to various requests.
• Schedules business travel arrangements, booking of flights/accommodations, and/or ensures details of required business travel arranged for the DPA by other offices are in order.
  • Handles all details and itinerary planning and keeps the DPA well-informed regarding the itinerary, the venue, the participants, the topic for discussion.
• Demonstrates discretion and a very high level of confidentiality.
• Meets with the DPA, Chief of Staff, Executive Coordinator to the Provost. and others in the Office of the Provost to discuss and plan for upcoming priorities on the DPA's calendar.
• Works proactively to ensure all supporting information is gathered and the DPA is well prepared for meetings and appointments.

Administrative Duties (40%)

• Codes correspondence and documentation according to the Records File Classification Scheme to be filed in the Central File Room and in electronic folders in the U drive.
• Initial contact for individuals external and internal to the University seeking information/assistance from the DPA.
• The Executive Coordinator must keep up to date on developments and be aware of current issues monitors the DPA's emails and prioritizes as well as responds to general inquiries or meeting requests answers incoming telephone calls directed to the DPA.
  • Handles requests for information and assistance to the extent possible prior to redirecting or referring the request.
  • Anticipates and gathers background material or information prior to making the referral.
  • Exercises discretion and ensure the Chief of Staff is kept fully informed with regard to emerging issues of importance and sensitivity.
• Uses discretion in determining matters of emergency or significance that the DPA needs to be apprised of ensures the teams reporting to the DPA are appropriately informed of new/ongoing issues, and any actions coordinated between groups and the DPA.
• Receives all incoming mail for the DPA, and uses discretion to prioritize or refer incoming mail.
• Maintains a detailed awareness of correspondence and other written communication, which is going in and coming out of the Deputy Provost's office enabling the position to provide up- to-date status information.
• Logs incoming and outgoing correspondence, such as mail or items for signature, and tracks the completion of the activity.
• Sorts, distributes and/or files items in the current working files, and creates new activity files as necessary. drafts and edits a variety of documents and correspondence on a wide range of issues and actions prepares briefing materials as needed.
• Arranges logistics and catering for meetings and events. This may also include organizing presenters for some events.
• Prepares and processes expense claims.
• Provides administrative support to committees and working groups in the Office of the Provost and Vice­ President (Academic) as needed.

Qualifications

• Bachelor Degree, Diploma in Office Administration or equivalent. Equivalent combinations of education and experience will be considered.
• Extensive related experience (5+ years) in a related senior administrative support position, preferably in a post­ secondary educational environment. Familiarity with the University of Alberta and its governing system and academic programs is preferred. Experience managing an extremely busy long- term executive schedule would be an asset.
• This position requires an individual who pays close attention to detail and one with exceptional interpersonal skills. It involves ongoing communication with all staff in the office. internal and external stakeholders. as well as staff in the other Executive offices at the University. It is a challenging job and one that has many competing demands associated with personnel issues, office priorities, and other tasks as required.
• Proficiency with Microsoft Office programs (including Word, Excel, PowerPoint, Access). all G-mail and Google Apps. Knowledge of Adobe, Visio, and Sharepoint would be an asset.
• Highly-developed problem-solving, critical thinking, and crisis communication skills.
• Ability to manage time well, meet multiple deadlines, and prioritize projects.
• Ability to work independently and as part of a team.
• Computer literacy in word processing, databases, and superior internet skills.