Discover

The Opportunity

Halifax, NS
Administrative
Experienced
Full-time - Permanent

Position: Administrative Assistant to the Associate Vice-President, Teaching and Learning (APC)

Department: Studio for Teaching and Learning

Annual Salary: $43,127 - $55,582 (Group 3)

The role of The Studio for Teaching and Learning is to provide leadership and support for advancing the educational mission of the university and implementing policies relating to the development of learning, teaching, and curriculum. The mandate of the Associate Vice-President, Teaching and Learning is to support implementation of the University's strategic priorities addressing teaching and learning, intercultural development and global education, to promote the scholarship of teaching and learning, and to cultivate an environment on campus that values excellence in teaching, learning, and global engagement. The Associate Vice-President, Teaching and Learning, also holds administrative and leadership responsibility for the Faculty of Education.

Under the supervision of the Associate Vice-President, Teaching and Learning (AVPTL), the Administrative Assistant provides confidential administrative and secretarial assistance to the Associate Vice-President, Teaching and Learning in their leadership responsibilities within the three units comprising the Studio for Teaching and Learning: Academic Learning Services, Educational Development and Technology, and Global Learning and Intercultural Support. The Administrative Assistant also supports the AVPTL in their role as a member for the Senior Management Group of the University as well as in the Faculty of Education.

What you'll do

Responsibilities

Duties as the Administrative Assistant to the Associate Vice-President, include, but are not limited to:

  • Providing confidential, day-to-day executive/administrative support for the Associate Vice-President.
  • Providing strategic and facilitative support to the Associate Vice-President, Teaching and Learning/Dean of Education to prepare, coordinate and execute projects and wide-ranging commitments both internally and external to the University, both domestically and internationally.
  • Coordinating a complex calendar of appointments, meetings, social engagements, and community functions; as key resource to the AVPTL, setting and managing the calendar which involves planning daily, weekly, monthly, quarterly and annual meetings and/or events as well as conducting research and assembling documentation in support of meetings and events, and all communication around such events
  • Maintaining awareness of emerging issues, which may have specific calendar implications and developing a comfort level with independent decision making in terms of navigating the schedule; seeking avenues to leverage the Associate Vice-President's travel schedule; establishing weekly/bi-weekly meeting schedules along with attending and recording minutes for managers.
  • Coordinates and implements office procedures across the departments comprising the Studio for Teaching and Learning, monitoring for consistency in approach.
  • Supervising a complement of unionized secretarial staff in The Studio on behalf of the Directors of Academic Learning Services, Educational Development and Technology, and Global Learning and Intercultural Support.
  • Providing information regarding University policies and decisions and liaising between the Associate Vice-President, and other University administrators, faculty, staff, students, and other various stakeholders served by the University. 
  • Coordinating the flow of incoming and outgoing communications by receiving, routing, and/or responding to incoming communications; creating new distribution procedures where necessary; and determining the appropriate office, department or institution for outgoing documents.
  • Providing information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in the desired format.
  • Proactively preparing agendas for the Associate Vice-President for regularly scheduled meetings as well as preparing correspondence on a variety of matters on behalf of the Associate Vice-President for signature.
  • While adhering to established Financial Services' processes, assisting with development and organization of the budgets under control of the Associate Vice-President's Office by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, approving expenditures, and completing budget transfers.
  • Acting as an Ambassador for the Institution generally and the Associate Vice-President in particular, with internal and external constituencies. 
  • Creating/maintaining an ongoing list of "in progress" files/initiatives and contributing to resolution where appropriate.
  • Accompanying the Associate Vice-President to meetings where a confidential record of the discussion is required along with attending meetings and serving on committees as a representative of the Associate Vice-President, as required.
  • Assisting the Associate Vice-President by reviewing and editing drafts of correspondence and documents prepared by other offices for the Associate Vice-President's signature.
  • Facilitating the success of events hosted by the Associate Vice-President or the University by scheduling events with appropriate offices and agencies, advising/contacting participants or invited guests, preparing agendas and programs, arranging for audiovisual and associated support equipment, using independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinating or providing support during the events.
  • Maintaining the records management system for the office of the Associate Vice-President including: overseeing the filing system, creating files and records as necessary, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed.
  • Maintains contact with the Associate Vice-President, keeping the Associate Vice-president updated during absence from campus, enabling remote decision-making, ability to keep files and projects running smoothly and on time.
  • Serving as a resource to staff responsible for various aspects of global engagement programs and activities such as domestic and international travel, arrangements for visitors and international delegations.

What you'll need

Qualifications

To be the successful Administrative Assistant to the Associate Vice-President, Teaching and Learning you will possess a two (2) community college diploma and a minimum of three (3) years of progressive experience at senior administrative levels in a fast-paced highly confidential office environment. University experience and/or extensive experience in an academic setting or comparable environment will be considered an asset. You have proven experience with organizing and prioritizing a demanding workload while meeting deadlines; experience supervising and managing secretarial staff, and ability to work independently and as part of a team. You have cross-cultural working experience; knowledge of a second language is an asset. You have experience in business writing; demonstrate professional judgement and discretion; and have excellent communication skills (written and verbal) with the ability to convert information into clear and concise objectives that can be communicated to different audiences within all levels of an organization. Your excellent computer skills, with a high level of proficiency in Microsoft suite of Office software and Outlook; strong editorial skills; strong organizational and interpersonal skills; and the ability to work independently and part of a team will round out your success in this position.

A little bit about us

Saint Mary’s University

Founded in 1802, Saint Mary's University is one of Canada's oldest and leading institutions of higher learning and has evolved into a vibrant and engaged community of students, faculty, staff, and alumni from more than 100 countries around the world. Saint Mary's University is home to one of Canada's leading business schools, a Science Faculty widely known for its cutting-edge research, a comprehensive and innovative Arts Faculty and a vibrant Faculty of Graduate Studies and Research.

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada. Visit our web site at www.smu.ca.

Are you interested?

Work With Us

Apply for this opportunity online by visiting www.smu.ca/employment and use our online application system through CareerBeacon. Select the position you are interested in and apply by clicking the "Apply Online Now" button. Please include the names of three professional references. No telephone calls please.

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada.

Competition Opens: June 20, 2019 Competition Closes: July 5, 2019

Saint Mary's University thanks all applicants for applying. Only those selected for interviews will be contacted.

Saint Mary's Univeristy promoties a Healthy Campus including a Scent-Free environment and a Smoke-Free Campus