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Executive Assistant to the Vice Provost (Indigenous Engagement), Provost & VP Academic

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Job ID: 14503

Updated: February 20, 2018

Location: Main Campus

Position Overview

The Office of the Vice Provost (Indigenous Engagement) is currently seeking a Full-time Regular Executive Assistant .

This position provides administrative support and leadership to the Office of the Provost and to the Vice Provost (Indigenous Engagement), and the Director (Indigenous Strategy). It includes the management of specific projects, liaising and communicating internally within the University and externally with local, provincial, federal and Indigenous communities, managing a diverse work flow, ensuring the smooth functioning of support functions, and coordinating the wide-ranging activities. The position requires expert knowledge of University-wide practices and the complexities of the University, as well as a comprehensive understanding of the priorities, portfolios and commitments of the positions it supports. Initiative and leadership is required to perform this role. The position deals with highly confidential materials, and requires the effective management of information both internally and externally, as well as policy interpretation and creation, review and implementation of administrative procedures. The ability to communicate knowledgeably with stakeholders at all levels is critical.

The position also requires familiarity of and proven cultural competency in working with the Indigenous community, people, and cultures.

Work demands in the Office of the Provost are high volume and rapidly changing and the work is driven by constant deadlines and conflicting priorities. The incumbent must be sensitive to confidential issues and materials. The ability and aptitude to work as a team member is critical to success, as is the ability to remain flexible and highly professional.

This position reports to the Executive Director, Office of the Provost.


Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Manage and schedule the electronic calendar of the Vice Provost (Indigenous Engagement) to make optimal use of time; handle scheduling and itinerary planning and keep the Vice Provost (Indigenous Engagement) well informed regarding agenda items, itinerary, venue, participants and items for discussion.
  • Work proactively to ensure all supporting information is gathered and the Vice Provost (Indigenous Engagement) is prepared for meetings and appointments
  • Administer financial matters for the Vice Provost (Indigenous Engagement) including preparing expense claims, making travel arrangements, creating purchase orders and monitoring payments
  • Maintain office files for the Vice Provost (Indigenous Engagement), archiving historical documents and ensuring the security and confidentiality of files
  • Meet regularly with the Vice Provost (Indigenous Engagement) to discuss upcoming priorities and planning
  • Greet incoming visitors and handle telephone calls directed to the Vice Provost (Indigenous Engagement) with professionalism, diplomacy and tact
  • Exercise discretion and ensure the Vice Provost (Indigenous Engagement) is kept fully informed with regard to emerging issues of importance and sensitivity
  • Compose correspondence to students, faculty and deans
  • Format and create graphics to enhance documents created by the Vice Provost (Indigenous Engagement)
  • Provide similar administrative support as needed to the Director, Indigenous Strategy
  • Support the Vice Provost (Indigenous Engagement) and team members with the financial processes such as: honorariums, expense reports and travel arrangements as necessary
  • Ability to back up and provide cross skills coverage for other members of the Provost support team. Assist with training and mentoring new staff members as required
  • Participate in Provost Support Team and Senior Support Team meetings
  • Work with a high degree of independence and creativity. Is proactive in fulfilling tasks and developing processes
  • Work under pressure to ensure that deadlines and positive outcomes are achieved
  • Exercise excellent time management skills to ensure effective completion of all day-to-day activities
  • Superior analytical reasoning and organization skills
  • Effectively communicate in a professional and proficient manner with all levels of the University Community. Maintain positive working relationships with external and internal clients
  • Ensure a high degree of confidentiality, demonstrates discretion, professionalism, and good judgment in dealing with sensitive matters
  • Coordinate the planning of meetings and events, including scheduling, booking rooms and equipment, catering and making travel arrangements for participants when necessary
  • Share responsibility for coverage of reception duties during lunch hours

Qualifications / Requirements:

  • Expert knowledge about Indigenous peoples, cultures, and history
  • Expert knowledge about regional Indigenous cultural protocols
  • Work experience within Indigenous programs, communities, or organizations
  • A university degree preferred, with progressively responsible experience in a senior administrative role in an academic environment
  • Expert knowledge of University reporting and organizational structures
  • Excellent listening, oral communication, and organizational skills are essential, as well as strong written abilities
  • Superior proficiency in Microsoft Office Suite, PeopleSoft, and collaboration software including D2L, Adobe, and Sharepoint
  • Ability to act decisively and to exercise a high degree of initiative and judgment
  • Ability to work independently and yet is a dedicated and committed team player; this position works with a team of staff in the Executive Offices in an environment that is collegial, open and consultative
  • High level of tact and professionalism
  • Must be detail-oriented
  • Strong ability to manage complex projects
  • Expert knowledge of University expense claim and compliance processes
  • Ability to liaise effectively with diverse stakeholders, including indigenous communities, traditional knowledge keepers, and indigenous organizations on and off campus

Application Deadline: January 19, 2018

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is classified in the Operational Administrative Career Band, Level IV of the Management and Professional Staff Career Framework.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.


About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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