The University of New Brunswick Saint John welcomes applications for the position of Executive Assistant to the Vice-President Saint John (VPSJ) with the Vice-President Saint John Office. This is a continuing full-time (36.25 hours per week) position with the APT employee group. The position is funded by the University Budget with a salary range of $45,449 - $59,080 per annum.
The Office of the Vice-President Saint John encompasses all academic, administrative, financial, and operational matters on the Saint John campus in support of the university mission. The EA is the face of the VP's office, is accountable to the VP and plays an integral role in the office including advising the VP on critical matters, managing the efficient operation of the office and providing high level administrative oversight and support directly to the VP as well as support on all matters relating to the Office of the VP including liaising with the internal and external community.
Position summary:
- Oversee the VP schedule by prioritizing tasks, requests for meetings and referring requests to other departments as required.
- Manage access to the VP for urgent matters and manage flow of information to and from the VP.
- Provide advice on scheduling conflicts and prioritize the VP's time strategically and efficiently.
- Brief the VP on meetings in advance, anticipate the needs of the VP, coordinate agendas and ensure VP is provided with the relevant material in advance. Follow-up on items from meetings.
- Ensure the numerous tasks, priorities, and responsibilities of the VP are handled in a timely manner.
- Take action and make decisions where possible and escalate other matters to VP as appropriate.
- Complete tasks with a high level of efficiency, confidentiality, and accuracy.
- Assist the VP with the investigation and resolution of various concerns and issues from many sectors in the community. Respond directly whenever possible. Inform the VP of the outcome including updating and informing the VP of current internal and external issues impacting on the SJ University community.
- Prepare memos, correspondence, presentations, reports and other letters as requested by the VP.
- Arrange training and development workshops for deans, chairs and other members of the academic community.
- Organize and plan various campus and bi-campus meetings and events.
- Manage various Office budgets and prepare financial documents and forms.
- Review all documentation received for accuracy prior to signing by VP.
- Plan special events involving the external community, alumni, donors, etc.
- Ensure VP is prepared for ceremonies and convocation dinners. Liaise with honorary degree recipients, as required.
- Make travel arrangements, as required, for the VP.
- Undertake special projects and assignments as determined.
- Other duties as assigned.
Requirements/Skills:
- Post-secondary education in business/office administration (university degree preferred) or a combination of training and experience. 5-10 years' experience in a senior administrative role, preferably in a university environment, is necessary.
- Superior communication skills and the ability to exercise tact, diplomacy and professionalism.
- Demonstrated initiative, organizational and time management skills. Able to multi-task with a high level of attention to detail.
- Ability to work independently, effectively, and efficiently in a timely manner in a busy environment.
- Ability to work collaboratively with units within and external to UNB.
- Must be able to exercise considerable independent judgment and initiative based upon a thorough knowledge of University policies and procedures.
- Confidentiality and discretion with respect to all matters. Strong problem solving and critical thinking skills.
- Excellent writing skills and proficiency with Microsoft 365 Suite, Adobe Professional and other computer applications.
Closing date for applications is April 23, 2021 4:30PM. We thank all applicants for their interest but only those selected for an interview will be contacted.
The University of New Brunswick is committed to employment equity and fostering diversity within our community and developing an inclusive workplace that reflects the richness of the broader community that we serve. The University welcomes and encourages applications from all qualified individuals who will help us achieve our goals, including women, visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, gender identity or gender expression. Preference will be given to Canadian citizens and permanent residents of Canada.
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