This position is responsible for the development and organization of administrative systems to support all departments under University Relations. These departments include Office of the Vice-President (VPUR),
Marketing & Strategic Initiatives (MSI), University Communications (UC), Government Relations (GR), and Community Relations and Events (CRE).
The Administrative Assistant provides executive administrative support to the University Relations leadership team. This role, at times, may also provide support to the Vice-President.
Manages the scheduling of meetings for the senior leadership team (AVP Communications, AVP Government Relations, AVP Marketing & Strategic Initiatives and the Senior Director, Community Relations and Events). It is essential to be mindful of the senior leadership team calendars, to be aware of any issues or upcoming meetings, and to ensure the information flow complements the respective schedules. Facilitation of these meetings may include booking facilities, preparation and/or distribution of meeting materials, catering requests, parking requests, etc.
Provides executive level administrative support to the senior leadership team, which can include preparation of confidential materials
Responsible for the successful operation of the central University Relations reception area that includes the following departments: Marketing & Strategic Initiatives, University Communications, Government Relations, Community Relations & Events and Creative Services. This includes greeting visitors, answering questions, providing directions, etc.
Receives and distributes mail to a central mailbox location for individual employees
Acts as the meeting room bookings coordinator for all University Relations conference rooms
Manages and coordinates travel preparations for the senior leadership team, which can include transportation, accommodation, conference registration, etc.
Responsible for office supplies, which includes purchasing and distributing supplies, ensuring supplies inventory is adequate for the department, organization and maintenance of the supply room
Assists with the coordination of office equipment maintenance and purchases
Completes travel expense submissions using Concur (University’s online expense claim system) for the senior leadership team. The incumbent will ensure all University and/or University Relations guidelines, procedures and processing requirements are followed
Responsible to monitor and manage all non-salary financial expenditures for VPUR, UC, GR, CRE, and MSI using established University and/or University Relations guidelines, procedures and processing requirements which includes:
Preparation and processing of paperwork required for payments to vendors, payments and transactions through the UW financial system
Reviewing and reconciling non-salary financial expenditures using the University’s financial online reporting environment (FORE), reporting irregularities/errors to the Executive Officer or Senior Manager, Finance as required
Creation, retention and archiving of records
Health and Safety
Assists the Executive Officer by acting as a health and safety resource person to ensure the effective, efficient and comprehensive delivery of assigned health, safety and environment program services to support the University’s goals and to ensure University Relations complies with all health and safety regulations
Manages the efficient operation of University Relations’ kitchen, which includes maintaining a schedule of assigned staff clean-up weeks, ordering of beverages and general equipment upkeep
Performs other duties of a comparable level/type as assigned
At least 4 years of experience in an office work environment that includes providing senior executive level support to multiple individuals
Previous experience in a financial role would be a definite asset
Excellent listening skills and the ability to communicate clearly both verbally and in writing are mandatory
Extensive administrative experience with a demonstrated ability to manage multiple tasks, meet deadlines, and excel in a fast-paced environment with changing priorities. Must have strong planning and organizational skills, exceptional time-management and demonstrated meticulous attention to detail
Must be results-oriented and a proven team player
Flexibility to adapt to unexpected and time sensitive demands
Working and demonstrating a team-based approach is a necessity as it is a small administrative team for University Relations with the need to work in a participative, efficient and anticipatory environment. No two days are ever the same. The need for quick and accurate analysis of issues, constant communication of priorities, and collegial resolution to matters is expected
Strong customer focus, sensitivity to diversity, excellent judgment ability, display of discretion and diplomacy is required
High degree of responsiveness and ability to maintain absolute confidentiality. Portray a professional image by interacting knowledgably and courteously with all. Ability to remain calm in stressful situations
Methodical and thorough when considering solutions to issues. Ability to trouble shoot and problem solve independently as well as when part of a team
Advanced technical skills to include: Word, Excel, PowerPoint, Outlook