Administrative Assistant to AVP; Finance and Administration

Position: Administrative Assistant to the AVP (Finance and Administration)
Job Summary
Reporting to the Manager, Special Projects (Manager), the Administrative Assistant to the Associate Vice-Principal (Finance and Administration) (Assistant) is responsible for providing a broad range of senior level administrative, organizational, financial, and clerical support to the Associate Vice-Principal (Finance and Administration) (AVPFA) and for the portfolio more broadly. The Assistant contributes to the smooth and efficient operation of the AVPFA’s workday, which requires strong decision making and judgement in order to take action without consultation as required when the AVPFA is unavailable.

Other administrative duties include general communication, meeting coordination and support, travel planning, record keeping, and providing support for special events and projects. In addition, this position is responsible for coordinating the preparation of all Board and Senior Leadership submissions across the VPFA portfolio. Committed to Indigenization – Equity, Diversity, Inclusion, Anti-Racism and Accessibility (I-EDIAA), the 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 to the AVPFA is a highly visible, multifaceted position with significant impact on the effectiveness and reputation of the AVPFA portfolio. In addition, the Assistant serves as a liaison with a range of interested parties within the university community, as well as external partners.

Key Responsibilities

Provides executive level administrative support to the AVPFA, by maintaining and managing the schedule for the AVPFA to maximize the use of their time; screening, prioritizing and rearranging appointments; scheduling and deferring meetings; referring requests to others within the portfolio as appropriate.

Ensures that the AVPFA is properly prepared and briefed for meetings, speeches and other engagements.

Acts as the primary contact for the AVPFA portfolio and responds to enquiries on behalf of the AVPFA internally and externally with limited direction.

Ensures the timely flow of information related to the AVPFA portfolio. Reviews reports and disseminates information to interested parties and to the AVPFA. Ensures an effective system to bring forward documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination. Composes correspondence on behalf of the AVPFA, as required. This often involves sensitive and confidential correspondence.

Coordinates all meeting requirements finalises meeting dates, books facilities, food and beverage, prepares and distributes invitations, agendas and meeting materials, attends meetings, records and distributes meeting minutes, summarizes next steps and responsibilities for action and sends follow up messages in a timely manner.

Manages the Vice-Principal (Finance and Administration) (VPFA) Portfolio Board and Senior Leadership meeting submissions.

Coordinates travel and accommodation arrangements and seminar registrations for the AVPFA. Interprets and adheres to travel and finance policies and procedures. Prepares itineraries and initiates travel reimbursements for expense claims and travel advances.

Acts as the Expense Reimbursement System (ERS) delegate for the AVPFA, screening all direct report submissions.

Provides back up and support to the Administrative Assistant to the Vice-Principal (Finance and Administration).

Assists the Manager, Special Projects with a variety of special projects and reports especially those that pertain to the improvement and development of the VPFA portfolio and the university.

Plans, organizes and directs events and meetings, including logistics planning.

Coordinates administrative functions.

Maintain thorough knowledge of university policies and procedures, governance and administrative structure.

Undertakes other duties or special projects as required in support of the portfolio.

Investment Services Responsibilities

Administers departmental accounts for the Investment Services unit; assists as required with the coordination of…