Executive Assistant to the Associate Vice President, Digital Technology Services

Competition Number S181127P

Position Title Executive Assistant to the Associate Vice President, Digital Technology Services

Position Number E0000

Employee Group Exempt (non-union support staff)

Position Status Regular Full-Time

Start Date 

End Date (if applicable) 

Department IT Services

Additional Notes 

Location North Vancouver

Working with us 

At Capilano University, students are our focus. Employees play an essential role in creating an exceptional learning experience for students and a thriving campus community. Together, we are a high-performing team of individuals who make Capilano University one of the leading teaching universities in British Columbia and one of BC’s Top Employers. Grounded by our sense of purpose, we offer a meaningful, friendly and dynamic work environment.

As a member of the Executive Office support team, you will be instrumental in providing exceptional senior administrative support to the Vice President, Digital Technology Services. You will be leading in the following areas: operations/administrative management support, communication and service orientation, financial task support, and leadership support. We are looking for someone to help us continue to build our service delivery and exceptional experiences for our employee and student community. You will work with a talented Executive Office support team, an engaged community and a driven executive team.

Do you share our purpose and passion?

What you’ll do 

This position provides senior administrative support for the Associate Vice President (AVP) of Digital Technology Services (DTS) as part of an Executive Office support team. The incumbent is responsible for supporting and coordinating the daily operations for the DTS department by serving as a key point of contact, coordinating and scheduling workshops, events, and meetings, maintaining internal and external communications and attending to day-to-day administration and operations for the AVP. An incumbent in this role is also responsible for providing administrative leadership to the department by supporting the planning, implementation and oversight of management, financial and human resources systems and controls to ensure that DTS operations are effectively and efficiently managed.

Additionally, the Executive Assistant shares responsibility of providing coverage and assistance for the other AVP Executive Assistants. The incumbent has extensive contact with employees, students, as well as a range of internal and external stakeholders of the university.

• Supports all activities that fall under the jurisdiction of the AVP DTS including orderly scheduling of all business activities such as organizing and scheduling meetings, coordinating travel, assisting with confidential matters, and preparing and handling correspondence.
• Assists the AVP with the development, management, and administrative support for committees. This includes initiating agendas, scheduling meetings, composing, and circulating minutes, tracking, monitoring and follow up on deadlines and escalating delays and issues.
• Assists the AVP with special projects or initiatives that may require research, compiling data and information or other relevant support; Research, designs and prepares reports and presentations on behalf of the AVP.
• Responds to, and investigates as required, queries and requests for information from a variety of different sources or stakeholders; Maintains effective and efficient communication between the President, Vice-Presidents, AVP’s and a range of internal and external contacts (such as ministry officials, other post-secondary institutions, and international contacts).
• Compiles information, drafts reports, documents, correspondence, and memos including those of a highly sensitive nature related to budget submissions, strategic direction information, university policy, potential program or personnel changes, tender contract documentation, acquisition of properties, leases, promotions, discipline, grievances/arbitration, and performance appraisals. Produces a variety of documentation including word processing, spreadsheets, database, and presentations.
• Consults with staff, faculty, administrators, students and/or other stakeholders to assist the AVP in developing and implementing strategies to meet long-term and immediate objectives and initiatives.
• Participates and provides support in the development, review and implementation of department procedures, policies, plans and priorities. This includes initiatives relating to policy, systems, procedures, budget, and collective agreement interpretation. Advises the University community of the CIO’s interpretation of policies, procedures and practices as required.
• Plans and organizes catering, gift requirement, social events, receptions, conferences, visits by external officials and delegations.
• Assists in the scrutiny of financial and human resource systems, departmental utilization, and controls to ensure DTS operations are effective, efficient, and meet the needs of the university community. Investigates departmental and inter-departmental administrative issues, recommends solutions, and prepares replies for the AVP.
• Gathers information for developing, maintaining, and monitoring required systems, such as operating or capital budgets. Tracks, monitors, and reconciles expenditures and contacting
• Financial Services as required. Resolves discrepancies or brings them to the attention of the AVP.
• Supports recruitment and selection processes for staff members and coordinates the hiring process by assisting the AVP and liaising with Human Resources. Prepares recruitment documentation including posting requests and interview questions. Tracks and distributes documentation and ensures compliance with collective agreements. Support in providing orientation for new staff.
• Ensures collective agreements, institutional and departmental policies and procedures are adhered to, and provides appropriate information to the AVP and other department managers.
• Liaises with Human Resources, Finance Services and Payroll to resolve staff issues and makes recommendations to the AVP.
• Under the direction and advisement of the Manager of Policy, Privacy & Governance, responds
• to Freedom of Information and Protection of Privacy Act requests received by the University.
• Performs duties related to the requirement and qualifications of the position.
• May be required to take training and act in the capacity of a floor warden as part of the
• University’s Emergency Preparedness Plan (Fire, WHIMIS, Earthquake).

What you’ll bringRequired Knowledge, Skills and Abilities:

• Extensive knowledge of the functioning of a senior executive office.
• Exceptional administrative support skills including strong attention to detail, the ability to work independently and under pressure, perform well under time constraints and deal effectively with non-routine matters.
• Proven ability demonstrating initiative, professionalism, good judgement, and problem solving with an orientation to customer service.
• Politically sensitive and able to work effectively with all levels of individuals within the University.
• Advanced abilities to communicate effectively, tactfully, and diplomatically in writing or orally.
• Committed to service excellence, innovation, and collaboration in the workplace.
• Ability to act appropriately on behalf of the AVP in a variety of situations, to establish and maintain effective working relationships and work collaboratively with other employees, students, government officials, community groups and the public and to act with cross-cultural sensitivity.
• Ability to multitask, apply a high level of organizational skills to complete projects and meet deadlines with changing priorities.
• Ability to carry out, under general direction, assignments requiring research, organization of material, analysis and evaluation of information and data, and the development of procedures and methods.
• Ability to maintain a high degree of confidentiality and handle sensitive information with discretion.
• Ability to produce complete and accurate minutes.

Required Education, Training, Experience and Competencies:

• Completion of a bachelor’s degree
• Five years of directly related and progressively senior administrative support experience, with experience in accounting or financial management.
• Advanced computer skills in Word, Excel, PowerPoint, and OneNote using Office 365
• Knowledge of university structure, departments and their functions, administrative policies, procedures, rules and regulations gained through experience in a public post-secondary environment is an asset.

For more informationFor more information, please see the complete job description.

BenefitsAt Capilano University, we understand that there is more to life than work. That is why we offer comprehensive benefits and support to help you and your family live a balanced life.

Take a sneak peek to see what it is like to work at Capilano University.

Days and Hours of WorkOur standard work week is Monday to Friday, 8:30am – 4:00pm. This position may include working evenings and weekends based on departmental needs.

Bridge Period (if applicable)

Pay Group 5

SalaryThis position has a salary range of $59,531 (minimum) to $79,374 (midpoint) to $83,343 (maximum) per annum. Employment offers will typically be made between the minimum and midpoint of the range and are determined by knowledge, experience and internal equity.

Union N/A

Job Open Date 03/22/2024

Job Close Date 04/05/2024

Open Until Filled No

Quick Link for Postinghttps://jobs-capilanou.peopleadmin.com/postings/6671

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