Executive Assistant to the VPAP

Job title:

Executive Assistant to the VPAP

Company

OCAD University

Job description

OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create, Canada’s largest and oldest art and design university, is a vibrant community of bold, curious and compassionate artists, designers and scholars who are imagining and creating a joyful, equitable and sustainable world. The University is an internationally renowned hub for art, design, digital media, research, innovation and creativity, and arts administration. It embraces collaborative and interdisciplinary approaches to change-making through art, design-thinking curriculum and research, making OCAD U a local, regional, national and global leader in art and design.It is an exciting time to join the OCAD U community as the University is at a key stage in its institutional transformation, with the implementation of its and guiding principles — driving positive impact; decolonization, indigenization and equity; environmental sustainability; emerging as a vibrant hub; student centered approaches; innovation in learning teaching and research; and financial stewardship.This job is a high-level support position that requires problem-solving and initiative in a collaborative, dynamic team environment at a downtown Art and Design University. Reporting to the Director, Academic Affairs & Senate Secretary, and reporting functionally to the Vice-President, Academic & Provost (VPAP), the Executive Assistant is responsible for the provision of courteous, high standard executive-level administrative support to the VPAP, as well as general administration and special project support in the Office of the Vice-President, Academic & Provost.Summary of Responsibilities:

• Act as the initial contact for individuals and groups bringing issues to the Office of the VPAP and advise regarding the most appropriate avenues within the University’s academic structures to handle these issues efficiently
• Liaise and sustain relationships with other University departments, external stakeholders, government officials and the general public on behalf of the VPAP
• Raise priority issues to the attention of the VPAP, and the Director and execute appropriate follow-up to resolve issues
• Support processes managed by the VPAP office and prioritize strong relationships with offices under the academic portfolio including those that report directly to the VPAP
• Assist with the coordination of activities pertaining to the University’s Institutional Quality Assurance Processes (IQAP) including scheduling meetings, gathering and preparing documentation, as well as coordinating logistics for external reviews
• Oversee the calendar of the VPAP, including scheduling high-level internal and external meetings and coordinating room bookings, refreshments, preparing documents and pertinent background information, and noting significant activities that require attention/attendance
• Draft and compile appropriate briefing materials to the VPAP in advance of meetings, including minutes, agendas, reports and updates
• Prepare, edit and distribute correspondence and reports, including those for the Senate and the Board of Governors, under the direction of the VPAP and Director
• Draft and coordinate Office of the Vice-President, Academic & Provost communications in consultation with the VPAP, Marketing & Communications and the Director
• Provide administrative support to the academic administrative leadership meetings and other ad hoc committees/working groups
• Compile and prepare confidential reports, including information relating to budgets, grievances and negotiations with the University’s labour groups, as required
• Provide support to academic committees outlined in the Memorandum of Agreement (MOA) that require participation from the Office of the Vice-President, Academic & Provost, including but not limited to: Professional Development Committees and the University Peer Review Committee
• Coordinate the University’s adjunct professor appointment process
• Compose and edit informational material for the VPAP, including formatting and designing documents and provide support for research and analysis for academic initiatives and special projects
• Under the direction of the Director, develop and maintain accurate electronic and manual filing systems, including the maintenance of the VPAP’s contact database
• Make travel and accommodation arrangements for the VPAP and others as required
• Prepare and maintain VPAP office budgets and related activities, including processing expense reimbursements, and monthly purchasing card statements
• Review and update sections of the OCAD University external and internal website pertaining to VPAP Office, as required, as well as maintain and update databases and records related to VPAP Office procedures and appointments
• Lead in planning academic events (e.g. conferences, receptions, workshops, and other special projects), as assigned
• Serve as backup for the Quality Assurance Officer & Associate Senate Secretary, as required
• Support the VPAP and Director in all duties contributing to the successful operation of the VPAP Office

Qualifications:

• Post-secondary degree or equivalent combination of education and experience
• A minimum of four (4) years of Executive Assistant work experience, specifically providing senior executive support; work experience in post-secondary education is an asset
• Strong computer skills with advanced knowledge and experience working with all Microsoft Office applications, including, Microsoft Outlook and Teams, as well as Adobe Acrobat; proficiency with learning software, as needed
• Strong research and writing skills including the ability to clearly and creatively draft content, evaluate information, and articulate processes and communications in a diplomatic, cohesive, effective and well-structured manner
• Ability to synthesize, organize and circulate accurate, precise notes or minutes for meetings and committees
• Strong budget management and financial skills
• Outstanding interpersonal and oral communication skills and demonstrated professionalism, diplomacy, judgement and discretion working with senior volunteers, senior administration and with confidential or sensitive matters; ability to maintain confidentiality is essential
• Demonstrated commitment to the principles of equity and diversity, and demonstrated experience promoting a respectful work and learning environment for students, staff and faculty
• Outstanding attention to detail, strong organizational skills and a demonstrated ability to prioritize tasks and meet deadlines
• Demonstrated ability to take initiative,work independently, and participate collaboratively in a team environment
• Ability to deal with shifting priorities and competing demands, and work effectively under pressure
• Must be willing and able to provide regular flexibility with respect to hours of work

Mode of Work: Hybrid with a minimum of three (3) days a week in the office, with additional days as needed.Compensation: Hiring Range – $66,925.74 to $76,724.74 per annum, commensurate with experience, plus benefits; Salary Range – $66,925.74 to $87,958.44 per annum.Hours of Work: Total of 35 hours per week.Application Deadline: Interested applicants are invited to submit an updated *resume and cover letter (PDF) by selecting “Apply Now” below. The review of applications will begin on Friday, April 11, 2025, and continue until the position has been filled.*Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job CodeAs an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.We encourage members of designated equity-deserving groups to self-identify within the voluntary Applicant Questionnaire.In order to alleviate the under-representation of racialized and Indigenous administrators, priority in hiring will be given to qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is a special program under the Ontario Human Rights Code.OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please People & Culture for more information or refer toAll qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.

Expected salary

$66925.74 – 76724.74 per year

Location

Ontario

Job date

Sun, 30 Mar 2025 08:44:19 GMT

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