Executive Assistant, AVP Technology and CIO

Acts as the first point of contact to the Associate Vice President for individuals within the college, as well as students and representatives of outside organizations such as government agencies, other education organizations, service providers, etc.; exercises judgment in determining the information to be provided and/or refers to the appropriate individual as required.

Serves as a liaison with internal and external contacts, including Management, Faculty and Staff, in the resolution of day-to-day administrative and operational problems; provides information including interpretation of established College policies, procedures, and regulations.

Coordinates, prioritizes, and manages the Associate Vice President's calendar; independently troubleshoots if meeting conflicts occur and/or urgent matters arise that need immediate attention; ensures the Associate Vice President has necessary materials in preparation for the meeting.

Receives all correspondence and determines appropriate course of action, including composing responses on routine issues, obtaining information pertaining to a request, or referring to appropriate individual as required; follows up as necessary.

Develops and maintains secure record systems for documents and files of a confidential or sensitive nature; e.g. budget submissions, performance evaluations, potential program or personnel changes, personnel records, strategic goals and objectives.

At the request of the Associate Vice President, prepares draft correspondence, presentations, agreements, reports and position papers, many of a highly confidential nature.

Organizes and coordinates meetings, interviews, events, and activities for the Associate Vice President and departmental staff as required, including venue, travel and logistics, itinerary, event registration; prepares supporting documentation as required.

Coordinates special projects as assigned by the Associate Vice President; undertakes data collection/research, analysis, and summary reporting on items as requested.

Assists with the development of administrative procedures and recommends improvements as appropriate.

Coordinates the preparation of the operational budget, capital budget, and capital requests for the Associate Vice President; may liaise with facilities and purchasing to obtain quotations for budget items for submission and consideration.

Monitors the budget accounts and expenditures for the Associate Vice President, identifies discrepancies and takes necessary action to have them corrected.

Reviews, verifies and reconciles expense claim reports, invoices, and cheque requisitions and submits for processing.

Prepares agreements for contractors; tracks invoices and payments against budget.

Coordinates employee performance evaluations for the AVP as required, including maintaining schedule/calendar for evaluations, initiating review process, receiving completed evaluation documentation, and preparing evaluation summaries.

Assembles vacation entitlement and carry-over information for excluded employees; prepares quarterly and annual summary reports for Finance.

Coordinates, assigns, and reviews the work of support staff; trains, coaches and evaluates staff; participates in recruitment, selection, discipline.

Coordinates vacation and other leave schedules for staff.

Assists with preparation of materials for Senior Management Team meetings and the College Board.

Participates on project teams and committees related to administrative processes and procedures .

Supports the CEIT department by providing administrative support as needed at various campus locations.

Completion of a two-year program in Office Administration or an equivalent combination of training and experience. Degree preferred.

Progressively responsible office administrative experience with at least five years' experience in a senior administrative support position.

Excellent organizational, presentation, written and oral communications skills; demonstrated expert level proficiency in using computer software packages for word processing, spreadsheets, databases, and presentation.

Experience taking and transcribing meeting minutes in a senior administrative environment.

Demonstrated ability to work independently and meet deadlines.

Demonstrated ability to work positively and professionally with the public, government departments and college employees at all levels.

Ability to exercise good judgment in recognizing scope of authority and protecting confidential and sensitive information.

Ability to perform administrative duties with deliberate speed and accuracy without immediate and constant supervision.

Ability to leads and supervise unionized support staff including recruitment and selection, training, performance planning, evaluating and disciplining where appropriate