Administrative Assistant, Office of the Provost and Vice-President Academic
Thompson Rivers University
- Kamloops, BC
- $64,669-73,908 per year
- Permanent
- Full-time
- Provide discreet and tactful service as the first point of contact for the Provost's Office
- Assist with the management of the confidential schedules of the senior leaders within the Provost's Office; prioritize calendar and correspondence so emergent issues are addressed in a timely manner and customer service for the Provost's Office is kept at a high level
- Provide confidential administrative support for various projects, committees and initiatives including managing appointments and meetings, making travel arrangements, preparing meeting materials, agendas and meeting minutes; sorting, tracking and directing correspondence; addressing enquiries; drafting correspondence; distributing materials to stakeholders as required
- Assist with the management of special projects and other assignments and bring them to successful conclusion
- Maintain a variety of tracking mechanisms such as internal distribution lists, internal and external contact lists, organizational charts, mail-tracking spreadsheets, etc.; maintain a comprehensive and efficient filing and reliable bring-forward system
- Organize workflow and determine priorities to meet the needs and requirements of assigned area; independently and proactively resolve day-to-day problems; handle politically sensitive materials and redirect to the appropriate parties to manage
- Gather a wide variety of information for the Provost's Office and ensures that strict timelines and deliverables are met
- Review requests for the Provost's signature on a wide variety of correspondence and contracts; ensure that internal processes and institutional procedures have been adhered to
- Reconcile purchasing cards and reimbursements, submit travel expenses, create web requisitions, submit Archibus requests
- Provide logistical support during executive searches, including securing the calendars of internal stakeholders during candidate visits, arranging campus and real estate tours, securing transportation and accommodation, etc.
- Procure and maintain office supplies and equipment
- Responsible for maintaining applicable areas of the TRU website
Senior Executive ManagerQUALIFICATIONSREQUIRED KNOWLEDGE/SKILLS/ATTRIBUTES
This position requires a high degree of initiative and meticulous attention to detail. The incumbent must possess a professional attitude, maturity, diplomacy, tact, discretion, confidentiality, and strong conceptual skills.
- A university degree in a relevant discipline with a minimum of 3-5 years of related experience, or a post-secondary diploma in a related field with a minimum of 5-10 years of related administrative experience supporting a senior-level manager
- Experience in a post-secondary environment is an asset
- Demonstrated ability to provide effective and efficient administrative support at the senior executive level
- Ability to work strategically and cooperatively with members of the university community
- Excellent communication and interpersonal skills; outstanding ability to draft complex documents and correspondence that are clear, concise and with the appropriate tone; ability to editorialize and correct
- Demonstrated ability to multi-task, work under tight deadlines, often while changing focus
- Excellent organizational skills and recordkeeping
- Demonstrated ability to make effective decisions and problem solve; resourceful; use judgement based on practice and precedent to select appropriate resources to implement solutions
- Advanced computer literacy skills and the ability to learn/use multiple software programs
- Ability to work independently and direct one's own time management to accomplish goals, as well as the ability to work effectively within a team environment
- Project management experience