University of Regina Looking for Executive Assistant – Human Resources & Office Administration at Regina, SK Full Time

• General office management and reception duties;
  • effective management and prioritization of correspondence;
  • edit/compose key communications;
  • respond to phone and email inquiries;
  • maintain filing system ensuring confidential handling of administrative and personnel documents;
  • administration of recruitment process;
  • bring forward items as appropriate to ensure deadlines are met; and
  • provide information on policies and procedures.
• Manage logistical arrangements for events such as guest speakers and faculty forums; make travel arrangements.
• Administer and reconcile purchasing requisitions, expenditures and receivables, develop budget reports, assist in budget planning process.

• Compose, review, and/or edit confidential correspondence on the Dean/University Librarian’s behalf:
  • Prepare and distribute agendas, minutes, memos, and maintain records for Dean/University Librarian’s meetings (e.g. Executive of Council, Dean/University Librarian’s Executive Committee, Council Committees, Budget Advisory Committee etc.); and
  • Manage Dean/University Librarian’s calendar and incoming emails and correspondence while exercising a significant degree of judgement and discretion to appropriately handle highly sensitive and confidential information and issues (e.g. Budget matters, student issues, human resources matters such as discipline or grievances, program review/strategic planning matters)

• Manage/oversee or participate in projects such as:
  • Annual performance reviews, tenure application process, student evaluation process, accreditation process, sessional appointments, annual faculty/unit reviews, strategic planning, program reviews, and annual reports; and
  • Participate in review/planning discussions and subsequent recommendations. Collect and compile feedback on the recommendations.

• Create and monitor internal library absence reports and advise/alert the Library Administrator of any irregularities or issues based on Collective Agreements;
• Ensure vacation and earned time off data is accurate based on years of services, carryforward from previous vacation years, etc. Prepare CUPE 5791 carry-over of vacation memos on behalf of the Library Administrator;
• Process/Manage all staffing changes, including entering new employee account requests or changes to existing accounts as required, and creating and completing internal new appointment or termination checklists;
• Provide administrative support for all Associate University Librarians and Library Administrator;
• Manage and schedule meetings for numerous Library Committees, Working Groups and Teams;
• Arrange all Administrative Travel for University Librarian, Associate University Librarians and others as required, including travel arrangements, registration for conferences, hotel accommodations etc.;
• Maintain Library’s generic e-mail addresses and accounts, e-mail shareable address books, and permissions for Library T drive;
• Maintain office procedures, create checklists and forms, and assist in editing and updating Library policies and procedures. Provide updates on policies, procedures and meeting minutes to the Library Web Administrator for Library’s URSource site. Other human resources tasks, including preparing letters of assignments, updating staff listings, organization charts, and collection of all Conflict of Interest forms for the University Librarian’s signature, etc.;
• Maintain library filing system (hard copy and electronic) ensuring confidential handling of administrative and personnel documents in accordance with University of Regina Records and Information Management (RIM) Schedules; and
• Provides back-up to LIB060 as required.

• This position sees/handles much of the same information as the Dean/University Librarian and must be able to ensure confidentiality of all information and matters associated with the Dean/University Librarian’s Office. Examples of highly sensitive information that this position has access to and/or may be tasked with are: formatting/editing discipline letters, assisting the Dean/University Librarian with coordination of strike contingency planning, compiling program review recommendations, and coordination/participation in search processes.

Position Requirements

• Minimum of successful completion of a recognized administration course or equivalent with five years of directly related experience.
• Completion of at least some undergraduate university courses is preferred. Equivalent combination of education and experience may be considered.
• Ability to recognize sensitive situations and exercise considerable degree of judgement and discretion, maintain confidentiality, and respond appropriately.
• Strong interpersonal skills with ability to maintain effective working relationships and deliver excellent customer service to all clients.
• Effective and professional oral and written communications skills. Ability to promote and maintain a positive image and reputation for our programs/faculty.
• Experience in organizing meetings, developing agendas and taking minutes.
• Experience in managing and organizing a complex executive calendar.
• Demonstrated proficiency in the use of Microsoft Office (Word, Excel, and Outlook or GroupWise) and complex databases such as Banner. Ability to use online document sharing systems such as Google Docs.
• Experience maintaining complex filing systems (paper and digital records).
• Ability to organize many tasks and meet deadlines while maintaining accuracy and attention to detail.
• Ability to define problems, analyze, and interpret information in order to identify possible solutions and provide recommendations.

Physical Demands Pay Grade OOS 4 Salary Range $57,329 – $85,992 Annually Status Permanent Work Hours

Duration (if Term/Temporary) Full-Time/Part-Time Full Time Preference Posting Target Posting Not Targeted