Executive Assistant to the Provost & VP Academic

Job Title

Executive Assistant to the Provost & VP Academic

Requisition #

999940.5

Job Type

Permanent (for any group)

Position End Date (if applicable)

Location:

MRU Main Campus - Calgary, AB T3E 6K6 CA (Primary)

Posting

About MRU

Founded in 1910 and located in Calgary, Alberta, Canada, Mount Royal University grew into a vibrant college in the 1930s and became a mid-sized university in 2009. Mount Royal has carved out a distinct niche by offering smaller class sizes, a robust liberal education and unique undergraduate programs. Currently, more than 15,000 credit students choose from 13 bachelor's degrees and 38 majors.

Mount Royal University is located in the traditional territories of the Niitsitapi (Blackfoot) and the people of the Treaty 7 region in southern Alberta, which includes the Siksika, the Piikani, the Kainai, the Tsuut'ina and the Iyarhe Nakoda. We are situated on land where the Bow River meets the Elbow River. The traditional Blackfoot name of this place is "Mohkinstsis," which we now call the city of Calgary. The city of Calgary is also home to the Métis Nation.

Mount Royal University is committed to removing barriers and fostering the inclusion of voices that have been historically underrepresented or discouraged in our society. In support of our belief that diversity in our faculty and staff enriches the work, learning and research experiences for the entire campus community, we strongly encourage members of the designated groups (women, Indigenous Peoples, persons with disabilities, members of visible minorities, and diverse sexual orientation and gender identities) to apply and self-identify.

About the Office of the Provost and Vice-President, Academic

The Office of the Provost and Vice-­President, Academic is responsible for maintaining the academic integrity of program offerings, support for teaching excellence, support of academic research, and for academic planning, enrolment, budget, faculty relations, and a range of student services. In addition, the Office of the Provost liaises with the Government of Alberta, especially staff within the Ministry of Advanced Education, the Campus Alberta Quality Council, and other relevant ministries for matters pertinent to the academic mission. As well, the Office of the Provost is responsible for relationships with other academic institutions. The Provost's portfolio includes the faculties of Arts, Science & Technology, Business & Communication Studies, Health, Community & Education, the Library and the Faculty of Continuing Education and Extension, as well as a number of units that are essential to faculty and student success and that serve to build institutional reputation and advance knowledge, learning, and understanding.

About the Role

Reporting to the Director, Provost's Office, the Executive Assistant supports the Provost and Vice-President, Academic, and oversees the administrative operations of the Office of the Provost. This position requires a high degree of responsibility, initiative, independence, discretion, adaptability, maturity and exceptional organizational skills.

The Office of the Provost is undergoing restructuring and we are hiring for this role and the Executive Assistant, Office of the Provost. These two positions will work closely together. Applications may be considered for both roles

Responsibilities

The Executive Assistant:

Manages the inbox and calendar of the Provost and Vice-President, Academic, and provides day-to-day support in preparation for meetings, events and other activities.

Assists the Provost and Vice-President, Academic on projects which require a high degree of confidentiality, discretion, attention to detail and troubleshooting.

Engages with a variety of stakeholders on behalf of the Provost's Office, including the Vice-Provost, Associate Vice-President roles, Deans, staff, students, community members, visitors and the Office of the President.

Organizes and supports University-wide and divisional committees.

Manages financial administration and accountability functions.

Reviews, prioritizes and responds to communications received by the Office from employees, students, the general public, external partners and government organizations.

Performs a wide variety of administrative support services, from complex to routine, all of which contribute to the efficient and professional operation of the Office.

Provides backup support for the Executive Assistant, Office of the Provost, who provides administrative support to the Vice-Provost, Academic and the Associate Vice-President, Faculty Relations.

Provides onboarding support for new or transitioning staff in the Office of the Provost.

Assumes any additional duties and responsibilities that may be required.

Administrative support to the Provost and Vice-President, Academic:

Provides administrative support, including calendar and email management for the Provost and Vice-President, Academic in a timely, effective and efficient manner.

Schedules meetings with executives, staff, faculty, students, government and other external partners on behalf of the Provost and Vice-President, Academic, and Director.

Changes appointments or meetings to accommodate more urgent requests, emergencies, cancellations or absences (sometimes on very short notice).

Manages meeting logistics, including room bookings, agenda preparation, technology set-up, meeting materials and minutes.

Acts as a primary communications link and processes requests efficiently.

Holds financial responsibilities, including coding invoices, procurement card reconciliation, processing expenses, and quarterly expense disclosure reporting as per provincial government guidelines.

Completes travel arrangements and prepares expense submissions.

Composes internal and external correspondence on behalf of the Provost and Vice-President, Academic. This includes briefs, letters, emails, reports, tables, presentations, minutes, agendas and highly confidential material.

Demonstrates tact and professionalism to ensure a positive professional image of the Office is maintained.

Special projects and activities:

Provides support for special projects and initiatives involving the Provost and Vice-President, Academic, such as academic planning, executive searches and institutional events.

Coordinates and compiles information and materials into professional packages for submission to the Board of Governors and other internal governance bodies.

Works to ensure that all procedural timelines, especially those in the Collective Agreement, are met.

Office of the Provost activities:

Works with the Executive Assistant, Office of the Provost, to track key faculty processes and documentation relating to the Mount Royal Faculty Association collective agreement, including bargaining, tenure, promotions, sabbaticals, grievances, retirements and more

Identifies and uses the appropriate University internal departmental resources to manage business processes.

Identifies operational improvements and best practices to advance efficiencies in the Office.

Coordinates the flow of paperwork through the Office of the Provost, including leaves of absence requests, retirements, performance reviews and reappointments, position control forms, faculty appointment packages and more.

Schedules meetings of varying sizes and complexity, makes appropriate arrangements, coordinates calendar bookings and manages meeting logistics and set-up.

Reviews expense reports submitted by direct reports of the Provost, Vice- President, Academic, to ensure compliance.

Other related duties as assigned.

Qualifications

University bachelor's degree or equivalent combination of training and experience.

5 – 8 years of relevant experience.

Excellent organizational skills and ability to manage a variety of demands and competing priorities.

Strong interpersonal, communications and customer service skills

Employs sound judgment, professionalism, the ability to complete tasks with little supervision and the confidence to be proactive.

Strong time-management skills and the ability to prioritize work.

Strong writing skills and attention to detail.

Demonstrated ability to develop knowledge of Mount Royal University policies and procedures, faculties and administrative divisions.

High degree of proficiency in standard office technologies (such as Microsoft Office, Google WorkSpace and Adobe Acrobat), and the ability to learn new platforms and technologies with ease.

What We Offer

Talented and committed employees are the driving force behind student success. We strive to be an employer of choice among Canadian post-secondary institutions.

At Mount Royal University, we recognize that people are a combination of many intersecting identities; we work to cultivate an environment that welcomes the whole person, and harnesses the strength that is available in our diversity, creating a rich and inclusive workplace.

Investing in the learning and development of our employees benefits the individual and the University. A variety of services, resources and programs encourage a healthy, productive workplace. Mount Royal University offers a competitive total compensation package including health and dental benefits, pension, health and personal spending accounts, paid vacation, winter holiday closure, personal days and a free membership in our fully equipped recreation centre.

Our campus offers the convenience of a full medical clinic, dentist and pharmacy, as well as a variety of wellness services such as physiotherapists and massage therapists. Campus Recreation offers many activities, including personal training, fitness classes, climbing, aquatics, sports, tournaments and certifications for students, employees and the public.

MRU supports full immunization as the best way to protect yourself and our campus community and strongly recommends vaccination against COVID-19.

Salary: $70,036.91 - $88,566.61 per annum

Closing Date: Open until a suitable candidate is found

A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: Last Name, Requisition Number, Document Title.pdf (ex. Smith, 999999, Resume.pdf).

We thank all applicants for their interest. Only applicants selected for an interview will be contacted. After the close date, you can check on the status of your application through your Career Centre. New career opportunities arise frequently and are posted as they become available. Please check back often to view our latest postings on our Career Opportunities page. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Mount Royal University hires on the basis of merit and is strongly committed to fostering diversity as a source of excellence, intellectual and cultural enrichment, and social strength. We welcome applications from those who would contribute to the further diversification of our staff, faculty and their scholarship including but not limited to Indigenous Peoples, women, persons with disabilities and persons of any sexual or gender identity, ethnic, national or socio-economic background, religion or age.