University of Manitoba Administrative Assistant to the Associate V.P. (EMAPS) Full Time in Winnipeg, MB

University of Manitoba

Branch Winnipeg MB CA

Administrative Assistant to the Associate V.P. (EMAPS)
Winnipeg, MB

Acts as recording secretary for meetings being chaired by an AVP, as required, and follows up on business arising from the meetings….

Job Description :

Administrative Assistant to the Associate V.P.- Senior Confidential Secretary Level D (EMAPS) Revised Budget-Funded Continuing Full-Time 35.00 hours/week Monday -Friday 8:30-4:30 Salary Range: $25.01 – $35.01 per hour ($45,518.20 – $63,718.20 per annum) Proposed Start Date: May 7, 2018 Trial/Probation Period: 840.00 work hours For more information, please contact: Nancy Schneider 202 Admininstration Bldg 204-474-9488 or [email protected]

Responsibilities :

-Provides support for all activities that the AVPs participate in, on behalf of the University of Manitoba. -Maintains a recall system of material for the attention of the AVPs and other senior officers. -Responsible for the scheduling of all appointments and meeting arrangements for both the AVPs, including requesting appointments, making appointments and meeting arrangements, organizing relevant materials for an AVP prior to meetings, organizing social functions, co-ordinating national and international travel. -Responsible for drafting correspondence under the signature of an AVP which is directed to Senior Administration, Deans, Directors, Department Heads and Research Liaison Officers. -Responsible for planning of events and accommodations in regard to visitations of representative of the research granting agencies and government agencies. This includes organizing venue, catering, invitations, tours. -Handles and directs enquiries from staff, students, general public, research granting councils and other similar bodies, and other post-secondary institutions in relation of the activities of the Office as well as general University enquiries. -Act as the administrator for the Senate Committee on University Research (S.C.U.R). Handles all administrative duties associated with the Committee, such as the drafting of meeting agenda and reports for review by the VP, booking of room and equipment, attending meeting, taking minutes and follow-up after meetings. -Responsible for establishing the review schedule for university research centres and institutes, in accordance with the University’s policy on centres and institutes. -Acts as Administrator for various programs, responsibilities include provision of information to faculty and staff on policies and procedures governing the programs, interpretation of policy. -Acts as recording secretary for meetings being chaired by an AVP, as required, and follows up on business arising from the meetings. Eg UMOC, PHDA, ARC, HERC, CAC -Books travel for AVPs, prepares reports such as mileage, travel claims, expense reports. -May be requested to solicit and compile data for special projects. -Assists in updating PowerPoint presentations. -Performs other related duties as assigned or required.

Qualifications :

MINIMUM FORMAL EDUCATION/TRAINING: -Graduate from a post-secondary institution is required. -Formal Secretarial training is required. EXPERIENCE: -5 years directly related administrative experience required at a university, government department, private agency or foundation. -Experience providing administrative support at the senior level is preferred. -Thorough knowledge of University policies and procedures, an understanding of the relationship between various units and decision-making bodies within the University is required. -An acceptable equivalent combination of education and experience may be considered. SKILLS AND ABILITIES: -Strong critical thinking skills are required. -Synthesize information and prioritize work is necessary. -Strong time management skills are required. -Proficient in multi-tasking in order to meet competing deadlines is required. -Adapt to changing workloads and priorities. -Pay attention to detail and follow instructions precisely is essential. -Must possess excellent interpersonal and organizational skills with a demonstrated ability to work independently and accurately under pressure. -Superior organizational skills with the ability to anticipate and resolve problems and to exercise sound judgement are required. -Excellent oral and written communication is required -Must have the ability to exercise considerable independence in judgement and action and a high degree of tact, diplomacy and discretion in dealing with highly confidential matters and with members of senior administration at the university, government officials, industry representatives and other various external agencies. -Work independently and in a team environment. -Maintain high degree of confidentiality and diplomacy at all times. -Demonstrated high level of familiarity with current computer applications: word processing, spreadsheet, presentation software & PDF files, Email, and Web browsers are essential. -Experience using Excel as tracking sheets; experience with tracking program deadlines, criteria -Keyboarding skills required with high level of accuracy. -A well-developed knowledge of general office practices is essential. -Experience in minute taking would be an asset. -Perform and carry-out duties in a professional manner. – Satisfactory work record, including satisfactory attendance and punctuality is required.

Additional Information :

Work day will be 7:45-3:45 approximately twice a month to support a meeting. Supports two Associate vice-Presidents

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Employment Type: Full Time
Location: Winnipeg, MB, CA
Posted on: 2018-04-04
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