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Executive Assistant to the Vice President Academic Affairs (VPAA) & Provost

The position provides executive level administrative support in the Office of the Vice President, Academic Affairs (VPAA) and Provost.  The Executive Assistant reports to the VPAA and works closely with the Executive Assistant to the President and with the Administrative Assistants to the Deans.

The Executive Assistant liaises with internal staff, government departments, educational institutions, professional organizations, international organizations, and community members to maintain contacts and relationships critical to the operations of the Office of the VPAA.  The Executive Assistant supports the VPAA in relation to initiatives, meetings, travel, and administrative responsibilities.  The Executive Assistant must have a strong understanding of the breadth of organizational priorities, be diplomatic when managing sensitive issues, demonstrate strong organizational skills to ensure timelines are met, and be flexible and proactive in responding to the breadth of tasks and projects under the authority of the VPAA.  Written and verbal information must be presented accurately, clearly, insightfully, and with sensitivity.

The Executive Assistant provides administrative support to the Office of Planning and Assessment and the Research Office, as well as institutional committees that fall within the authority of the VPAA Office.  The Executive Assistant also acts as a liaison and resource to the Faculties and Institutes related to business functions that require broad and in-depth knowledge of the university’s policies, procedures and operating practices.

The Executive Assistant is required to work both independently and as part of a team which requires judgment, flexibility and strong communication skills.

The Executive Assistant can have make a significant contribution towards Ambrose achieving its goals and aspirations.

Duties and Responsibilities

Office of the Vice President Academic Affairs and Provost

Academic Affairs Office Operations

  • Manage and prioritize VPAA’s calendar appointments
  • Communication follow up
  • Manage logistics for meetings and events
  • Provide reception for office and receive visitors
  •  Order office supplies
  • Manage files for Academic Affairs
  • Interact with other departments to facilitate the work of Academic Affairs
  • Manage the policy development process in Academic Affairs
  • Monitor and support the approval process for partnership agreements
  • Support coverage for other administrative assistants during absence and vacation

Administrative Support for Committees

  • Provide administrative support to committees which fall within the authority of the VPAA 
  • Serve as a resource to committee Chairs and members, provide background documentation and advice on processes and protocols
  • Maintain current Terms of Reference for Standing committees

Financial Support

  • Prepare payments for guests, speakers and external reviewers
  • Prepare expense submissions for VPAA
  • Support budget planning activities for Academic Affairs
  • Support the process for awarding Professional Development funds 

Human Resource Support in Academic Affairs

  • Provide support to search committees conducted by VPAA
  • Support VPAA in signing contracts prepared by Human Resources

Administrative Support for the Office of Planning and Assessment

  • In collaboration with the Director of Planning and Assessment and VPAA, research, compile, edit and submit Annual reports and Academic Plans
  • Support compilation of institutional review reports for accrediting bodies
  •  Organize institutional site visits for accrediting bodies
  •  Provide administrative support for surveys in collaboration with the Data Analysis team and the Director of Planning and Assessment
  •  Organize and update the electronic files for the Office of Planning and Assessment
  •  Support compilation of Faculty annual reports

Administrative Support for the Research Office

  • Support faculty in the grant application process
  • Support the tracking and reporting of research grants in collaboration with the researcher and Finance
Qualifications
  • 2-year diploma from a post-secondary institution or equivalent
  • At least 5 years administrative assistant experience with increasing responsibility related to a breadth of functions: calendar scheduling, meeting logistics, agenda packages, minutes, completing expense reports and making travel arrangements
  • Experience in a post-secondary institution is preferred
  • Efficiency in Microsoft Office Suite of programs
  • Demonstrated ability to learn and be flexible
  • Strong communication (listening, speaking and writing), interpersonal and team skills
  • Ability to assess and report situations accurately
  • Ability to make decisions and problem-solve
  • Ability to prioritize, re-evaluate, and adjust priorities to meet deadlines
  • Ability to handle challenging and sensitive situations with tact and diplomacy
Additional Information

ADDITIONAL INFORMATION

  • Ambrose Employees agree to uphold and sign the University’s Statement of Faith upon initial appointment and govern the conduct of their work in accordance therewith.
  • Employment is contingent upon satisfactory background criminal check and academic transcripts.
  • In accordance with Canadian immigration requirements, priority will be given to Canadian citizens and permanent residents of Canada.

To apply, please forward a curriculum vitae and cover letter Attention to hr@ambrose.edu indicating Executive Assistant - VPAA in the subject line. Salary expectations are available upon request.  Review of applications will begin immediately but the position will remain open until a suitable candidate has been selected. Only those who are selected for an interview will be contacted.

Ambrose University is committed to employment diversity and encourages applications from all qualified men and women, members of visible minorities, aboriginal peoples, and persons with disabilities.

Ambrose University is a private, accredited Christian post-secondary institute located in South West Calgary. Our Faculty of Arts and Science offers provincially accredited Bachelor of Arts degree programs majoring in Behavioural Science, Christian Studies, English Literature, General Studies, History, and Psychology as well as Bachelor of Business Administration, Bachelor of Music, and a Bachelor of Science majoring in Biology. We also offer a Bachelor of Education (After Degree). Our Faculty of Theology offers undergraduate degree programs in Children’s Ministries, Church Ministries, Intercultural Studies, Worship Arts and Youth Ministries. At the Seminary level there are a variety of graduate options including Master of Divinity, Master of Arts, Master of Christian Studies as well as Diploma and Certificate programs. Ambrose is committed to the integration of Christian faith with academic discipline, with a vision for academic excellence in the service of the church and the world. For more information visit us online at www.ambrose.edu.

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Ambrose University is committed to employment diversity and encourages applications from all qualified men and women, members of visible minorities, aboriginal peoples, and persons with disabilities.

Ambrose University is a private, accredited Christian post-secondary institute located in South West Calgary. Our Faculty of Arts and Science offers provincially accredited Bachelor of Arts degree programs majoring in Behavioural Science, Christian Studies, English Literature, General Studies, History, and Psychology as well as Bachelor of Business Administration, Bachelor of Music, and a Bachelor of Science majoring in Biology. We also offer a Bachelor of Education (After Degree). Our Faculty of Theology offers undergraduate degree programs in Children’s Ministries, Church Ministries, Intercultural Studies, Worship Arts and Youth Ministries. At the Seminary level there are a variety of graduate options including Master of Divinity, Master of Arts, Master of Christian Studies as well as Diploma and Certificate programs. Ambrose is committed to the integration of Christian faith with academic discipline, with a vision for academic excellence in the service of the church and the world. For more information visit us online at www.ambrose.edu.

Contact Information
hr@ambrose.edu
Job Category
Administration
Location
Ambrose University, Calgary, Alberta
Compensation
Details available on request