Executive Assistant

Primary Purpose: To provide confidential and comprehensive high-level executive support to the Vice Dean Indigenous Health. This position requires an emphasis on ensuring the smooth functioning of the Vice Dean’s portfolio. Specific requirements of this position include managing professionalism processes and concerns, timely and effective follow-up of decisions, operational issues, and implementation of assigned strategic projects.  The position acts as the first contact point and a resource for queries, concerns and issues incoming to the Vice Dean’s portfolio, and provides expert triage in dealing with or referring, a broad spectrum of issues across all levels of the portfolio and across campus as appropriate.

Nature of Work:

• Reporting to the Dean’s Office Administrator, this position plays a pivotal role in the success of the creation of the Department of Indigenous Health. 
• Considerable discretion is required as the position is privy to, and works with, sensitive, highly confidential information.
• Close liaison with the Director, Planning and Projects, College of Medicine is essential in planning and organizing workflow and ensuring the critical deadlines are met. 
• Establishing and maintaining a high level of professional relationships, internal and external, that support exceptional collaboration and problem-solving, and the ability to exercise professional judgment to make recommendations and decisions regarding issues or special assignments is essential.
• Works in an environment of continuous change; adapts to shifting priorities and timelines, and frequent interruptions. This position often works under pressure in a fast-paced and high-volume office, dealing with competing deadlines. 

Accountabilities:

• Will be required to use well-developed writing skills to draft letters, reports etc. Manage professionalism procedure documents.
• Effectively representing the Vice Dean and the Dean’s office in all contacts, ensuring the appropriate tone and interest are projected, dealing with issues and concerns, solving or referring problems as they arise.
• Ensure efficient, accurate, and confidential support to the Vice Dean including developing agendas and background material; conducting research, analyzing materials and producing and/or participating in the development of reports and papers; preparing meeting summaries, background papers, and correspondence.
• Strategically manage the Vice Dean’s schedule, establishing standards that provide a balance between meeting and office/work time, reflects realistic priorities in terms of who and when to book into the calendar, and allows sufficient flexibility for shifts in response to the fast-paced and fast-changing agenda of the Vice Dean.
• Identify, monitor and articulate, in a timely and judicious manner, critical action items and brief the necessary people on developments related to those issues.
• Special project coordination involving special events, travel, conferences etc.
• Provide administrative support to VDIH – incoming calls, manage individual calendar and scheduling.
• Knowledge of or ability to learn the university administrative structure and processes (purchasing, UniFi accounting system, Concur travel system, University policies and procedures).
• Other duties & projects as assigned  

Qualifications

Education: A University undergraduate degree is preferred.   An equivalent combination of education, training and experience may be considered.

Experience: A minimum of 5 years of directly related experience, in an academic or University setting.  Experience working and collaborating in diverse and inclusive settings is required.

Skills: Demonstrated professional maturity, judgment and decisiveness; ability to be self-directed and take initiative;  ability to research and make informed decisions around the College; use of central support systems; relationship building attributes; ability to work independently as well as collaboratively;  effective interpersonal and communication skills, both written and verbal; demonstrated strong organizational and time management skills; proven ability to work in a high volume setting and manage multiple projects with competing demands and deadlines; ability to maintain meticulous attention to detail and ensure accuracy; proven ability to handle interactions with tact, diplomacy and intercultural sensitivity and maintain confidentiality;  ability to recognize and implement changes in policies/procedures which result in the improved delivery of administration; demonstrated ability to interact effectively with students, university and health authority personnel and the general public; propensity towards and demonstrated computer skills including keyboarding and proficiency with Microsoft Office software (Word, Excel, Power Point and Outlook) is essential.

Leadership / Vision

The demonstrated ability to build a shared, compelling and credible vision of the future, influencing people to ensure outcomes that support achieving the vision; applicable to all jobs at all levels; a culture of leadership.

• Influences others to share and commit to a common vision
• Fosters positive work and learning environments
• Values and considers differing points of view before making a decision
• Makes timely decisions even when unpopular or difficult
• Anticipates how decisions affect people
• Delegates authority and responsibility
• Holds others accountable for making and meeting commitment
• Supports development and continuous improvement

Support for Progress

• The demonstrated ability to initiate, implement, and support innovation and institutional change and enhance programs and services
• Challenges the status quo
• Advocates innovation and creativity, even when risk is involved
• Adapts and maintains productivity in an atmosphere of changing practices
• Demonstrates an optimistic attitude towards change
• Demonstrates emotional maturity and resiliency in difficult circumstances
• Engages and supports others in the change process
• Works with, rather than resists, forces of change

Results Orientation

Focuses on results and completing objectives within the framework defined by the University’s plans and policies.

• Readily accepts and responds to challenges
• Directly confronts problems and persists in finding solution
• Remains optimistic and persistent in the face of adversity
• Demonstrates courage rather than avoidance to resolve difficult issues
• Identifies shared interests to develop positive outcomes
• Focuses on facts and root causes rather than reacting to symptoms
• Celebrates successes and learns from mistakes

Personal Effectiveness

Demonstrates an ability to reflect, clarify and commit to what is important, take responsibility for growth and development, and contribute to positive and productive work and learning environments.

• Demonstrates integrity and ethical conduct in words and deeds
• Keeps promises and commitments even when unpopular or difficult
• Seeks out and appreciates feedback, demonstrating a commitment to learnin
• Accepts ownership and responsibility for outcomes
• Learns and recovers from setbacks / mistakes
• Shares expertise willingly and is sought out as a resource for others
•  Forgoes personal recognition in support of success of others
• Takes responsibility for balancing work and personal commitments

Communication

The demonstrated ability to convey information and ideas to individuals in a manner that engages the audience and helps them understand, retain, and respond to the message.

• Communicates clearly and ensures understanding
•  Listens actively to understand others’ points of view
•  Provides useful and valuable information to others
•  Demonstrates an awareness of the effects of communications on others
•  Understands and demonstrates the need for confidentiality and discretion

 Relationship Building

The demonstrated ability to develop the rapport necessary to build, maintain and/or strengthen partnerships and relationships inside and outside of the University.

• Seeks out and promotes positive relationships
• Builds opportunities through collaboration and partnership
• Maximizes opportunities to achieve outcomes through or with others
• Demonstrates understanding, respect and concern for others
• Participates willingly and openly supports team decisions
• Proactively deals with conflict by addressing problems

Department: College of Medicine – DnOffce

Status: Term 2 years with the possibility of extension or becoming permanent

Employment Group: ASPA
Full Time Equivalent (FTE): 1.0

Salary: The salary range, based on 1.0 FTE, is $64,107.00 – 100,169.00 per annum. The starting salary will be commensurate with education and experience.

Salary Family (if applicable): Specialist Professional

Salary Phase/Band: Phase 2

Posted Date: 9/16/2022

Closing Date: 9/29/2022

Number of Openings: 1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where ‘Yes’ is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php

Criminal Record Check: Not Applicable
Driver’s License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable

Please review the University of Saskatchewan’s health and safety requirements for faculty, staff andstudents in consideration of the COVID-19 pandemic.

The University believes equity, diversity, and inclusion strengthen the community and enhance excellence, innovation and creativity. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation in order to participate in the recruitment process, please notify us and we will work together on the accommodation request. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.