Office of the President
Number of Positions: 1
Position Title: Assistant to the President
Appointment Type: Full-Time Continuing
Salary Range: Level 10 (commensurate with education and experience)
Posting Date: January 22, 2020
Closing Date: February 12, 2020
The Assistant to the President is responsible for managing and coordinating the activities of the Office of the President to ensure the effective and efficient operation of the Office. The Assistant to the President works closely with the President, the Senior Leadership Team and senior administrators, the Administrative Assistant, and other internal and external contacts in executive offices in the public and private sector to effectively manage business relations, projects, strategies, processes, decisions and external commitments for which the President has responsibility, or is engaged in by the function of his role.
Responsible for and oversees the internal protocols and of the Office, including the overall management of the administrative functions of the Office.
Manages the workflow of the Administrative Assistant in the Office of the President.
Oversees the President’s schedule and prioritizes events, both on and off campus, exercises control of meeting schedules, emails, appointments and tasks.
Coordinates and attends functions hosted by the President’s Office, which may include events held in the evenings and weekends.
Attends meetings with the President, provides support and coordinates action items, working closely with the Senior Leadership Team, Strategic Project Manager and Administrative Assistant.
Acts as liaison with other institutions, industry, community partners, government and other stakeholders.
Provides support to the President at Senior Leadership Team meetings, and other committees, as required.
Provides leadership and direction to the Administrative Assistant reporting to the Assistant to the President
Works closely with the Administrative Assistant to oversee and coordinate the President’s travel arrangements including accommodations, preparation of itineraries, briefing materials and securing necessary travel documentation, etc.
Prioritizes and screens matters requiring the President’s attention, alerts the President to matters requiring his immediate action/attention and redirects matters to the appropriate office for action. When appropriate, responds to inquiries and resolves issues/concerns without the involvement of the President.
Reviews and handles the President’s internal and external correspondence, investigating concerns and requests, demonstrates initiative in determining appropriate course of action and composes responses for the President’s review. When appropriate, responds on behalf of the President.
Conducts research and applies working knowledge of university’s policies and procedures to create and draft material for use by the President.
Provides advice, counsel and recommendations to the President on a wide range of issues and ensures a coordinated flow of decision-making between the President and other executive offices at the university and externally.
Liaises with senior administrators and Vice-Presidents regarding university matters.
Oversees the coordination of the President’s functions including invitations to provincial, federal, regional and municipal events and the visitation of distinguished guests to the university.
Prepares annual operating budget for President’s Office operations and provides President with timely reviews and advises of any budget concerns. Prepares quarterly forecast as required.
Responsible for overseeing the President’s Office budget to ensure a balanced budget. This involves ongoing analysis of operating budget expenses to ensure cost efficiencies and effectiveness. Monitor the budget on a monthly basis to ensure reconciliation of expenses.
Manages special projects, including special events, on behalf of the President’s Office, as appropriate, with overall responsibility for successful planning, execution, monitoring, control and closure of the event/project. Works collaboratively with the Events team in Communications & Marketing and Advancement on events involving the President.
Works collaboratively and communicates with both internal and external stakeholders to facilitate positive outcomes and ensure expectations are met and exceeded.
Ability to maintain a high level of confidentiality while handling highly sensitive information and exercise appropriate protocol while working with this information.
A self-starter with excellent decision-making skills, and the ability to exercise mature judgement and the capacity to make decisions with confidence and authority.
Strong research, planning, analytical, critical thinking and problem-solving skills.
Ability to work independently without supervision and take initiative in a fast-paced environment.
Excellent written and oral communication skills.
Strong computer skills with the knowledge and ability to use a wide range of software applications.
Superior organizational skills and time management skills in planning, executing and completing tasks and ability to work well under pressure.
Highly professional demeanor and excellent interpersonal skills.
Ability to demonstrate tact and diplomacy and work effectively with a variety of contacts and constituencies including faculty, staff, students, all levels of administration and the external community and partners.
Excellent attention to detail.
The successful candidate will have a university degree or equivalent combination of relevant education and experience.
A minimum of 7 to 10 years of experience in a senior administrative support role, preferably in a post secondary institution.
Thorough knowledge of university programs, systems, policies, procedures, governance and academic and administrative activities is a definite asset.
How to Apply:
Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until February 12, 2020 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.
Ontario Tech University is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. If you require an accommodation to participate in the recruitment process, please notify the Human Resources Department.