Administrative Assistant (Academic Affairs) (J1026-0754)

Job Summary
Reporting to the Manager, Professional Administrative Services Hub, Office of the Provost and Vice-Principal (Academic), the Administrative Assistant provides senior level administrative support to the Vice-Provost (Academic Affairs). As a member of the PVPA Professional Administrative Hub, also provides administrative support across the Office of the Provost and Vice-Principal (Academic) portfolio as operational needs require. The Administrative Assistant is responsible for managing the Vice-Provost (Academic Affairs)’s complex schedule and priorities, which requires an exceptional level of accuracy, good judgement and efficiency to act without consultation as required when the Vice-Provost (Academic Affairs) is unavailable. The Administrative Assistant contributes to the effective operation of the PVPA Professional Administrative Services Hub and the Office of the Provost and Vice-Principal (Academic), coordinating communications, meetings, records, events, and projects while providing professional, confidential, and responsive service to internal and external stakeholders.

Committed to equity, diversity, inclusion, and Indigenization, the Administrative 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 is a highly visible, multifaceted position with significant impact on the effectiveness and reputation of the Provost’s Office.

Job Description
KEY RESPONSIBILITIES:
• Provide senior level administrative support to the Vice-Provost (Academic Affairs), by maintaining and managing the complex schedule for the Vice-Provost (Academic Affairs) to maximize the use of their time; screening, prioritizing and rearranging appointments; scheduling and deferring meetings; referring requests to the Manager, Professional Administrative Services Hub and others within the portfolio as appropriate.
• As a member of the PVPA Professional Administrative Services Hub, provide cross-portfolio administrative support and temporary coverage for executive offices and portfolio units during periods of peak workload, planned absences, vacancies, and special initiatives.
• Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the Vice-Provost (Academic Affairs) and Provost’s Office priorities.
• Coordinate and prepare the Vice-Provost (Academic Affairs) briefing files for daily meetings which include background notes, biographical information, speaking notes, schedule of events, etc. Create and maintain a tracking system to support the day-to-day and future priorities of the Vice-Provost (Academic Affairs), ensuring that deadlines are met in a timely manner.
• Act as the primary contact for the Vice-Provost (Academic Affairs) regarding scheduling meetings and responds to enquiries on behalf of the Vice-Provost (Academic Affairs) internally and externally with limited direction.
• Contributes to the effective operation of the Professional Administrative Service Hub through collaborative service delivery and cross-training.
• Coordinate standing and ad hoc committees and working groups chaired by the leadership in the Office of the Provost. Duties include compiling and circulating agendas, preparing meeting materials, recording/distributing minutes, and following up on action items.
• As directed by the Vice-Provost (Academic Affairs) or Manager, Professional Administrative Services Hub, proactively follow up on all action items related to events and meetings. Ensure that documents and correspondence are prepared and distributed in a timely manner.
• Primary contact for the Provost’s Office, responsible for ensuring a positive, welcoming and inclusive environment and that all visitors to the Provost’s office are professionally received.
• Working closely with the Manager, Professional Administrative Services Hub, respond to or direct a wide range of inquiries (email, in-person and via phone) relating to the office filtering and triaging messages and proactively informing the Manager, Executive Director, Provost or Vice-Provost (Academic Affairs) of potential actions, issues, and problems, providing suggested responses when appropriate.
• Coordinate all logistical components for events hosted by the VPAA, including New Faculty Orientation Day, New Faculty Development Program, New Department Head Orientation, and Department Head leadership and development activities.
• Responsible for expense consolidation ensures the accurate processing, verification, and reconciliation of employee business travel expenses in accordance with institutional policies and financial controls.
• Maintain thorough knowledge of university policies and procedures, governance and administrative structure.
• Support and promote a culture of equity, diversity, inclusion and Indigenization in the workplace.
• Undertake other duties or special projects as required in support of the portfolio.

REQUIRED QUALIFICATIONS:
• Three-year post-secondary education at the College or University level, combined with seven to ten years’ of experience providing senior or executive-level administrative support in a high profile area of a university, is preferred.
• Demonstrated experience in a fast-paced, dynamic work environment, effectively managing the schedule, correspondence and priorities for an executive-level position within an environment with continuously shifting priorities and deadlines.
• Extensive knowledge of senior level office practices and the ability to anticipate, and respond to, the needs of senior management.
• Demonstrate a commitment to fostering a collaborative working and learning environment that celebrates diversity and inclusion.
• Knowledge of the university structure, procedures, policies, regulations and applicable collective agreements is preferred.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Strong organization, time management and prioritization, with the ability to plan/coordinate multiple work initiatives effectively and within set timelines and prioritize the Vice-Provost (Academic Affairs)’s time demands with a high degree of independence.
• Superior interpersonal skills to effectively work with, and build, collaborative relationships with a diverse group of people, both internal and external to the University.
• Resourcefulness, with the ability to use networks to gather information/data to prepare briefs/summaries as required.
• Excellent written and verbal communication skills.
• Strong problem solving, discretion, judgement, and tact with an understanding of the acute sensitivity to the political environment and reputation of the Office of the Provost and Vice-Principal (Academic) and Queen’s and an understanding of when to involve others in decision-making. 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.
• Advanced administrative skills, including the use of technology for information consolidation/distribution/reporting and data analysis.
• Ability to maintain a calm demeanor, focus and high level of work performance in a multi-tasking, highly intensive office environment with competing demands and frequent interruptions.
• Able to self-motivate and take independent initiative, with the ability to work within a team environment, and with minimal supervision.

DECISION MAKING:
• Frequent decisions regarding management of the Vice-Provost (Academic Affairs) schedule, including the urgency of a request, the feasibility of delegating the request to another individual or unit, rescheduling appointments, etc.
• Sound judgment in prioritizing meetings, calls and other issues related to the Vice-Provost (Academic Affairs)’s time management.
• Determines priorities in consultation with the Manager, Professional Administrative Services Hub when balancing competing requests across supported portfolio units.
• Exercise discretion providing information over the phone, in correspondence, and in person to internal and external stakeholders.
• Manage incoming phone calls and emails to the Provost’s Office particularly those that may be sensitive or controversial. Make decisions about the need to involve the Manager, Professional Administrative Services Hub or the Executive Director.
• Determine content of letters, memos and briefing files for the Vice-Provost (Academic Affairs).
• Decide on most appropriate and efficient (and cost-efficient) arrangements for travel.