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Administrative Assistant

Date: August 1, 2015
Reports to (Job Title): Executive Officer, Academic
Jobs Reporting (Job Titles): None
Department: Vice-President, Academic & Provost


Main Campus


35 hr/wk

Primary Purpose

The Administrative Assistant is responsible for the day-to-day operations on all faculty issues to ensure effective delivery of services from the Provost’s. This position is accountable for liaising with Faculty Dean’s Offices to provide timely and informative support on leaves and administrative appointments.

Key Accountabilities:


Oversight of all aspects of Academic and Administrative Appointments including, but not limited to, the following:

  • Acts as resource for all policy and procedural matters with respect to administrative appointments and leaves across the institution.
  • Receives and processes documentation for all stages of academic appointments (e.g., mission critical advertising, labour market impact assessments, appointment forms and letters, sabbatical and other leaves, and administrative appointments for the Provost’s signature in accordance with university policies and procedures.
  • Verifies applications from faculty members for sabbatical and other leaves of absence
  • Calculates and verifies sabbatical leave entitlements for faculty members


Records and Database:

  • Maintains faculty files in accordance with policies and procedures
  • Maintains the Provost’s Office database for faculty appointments; ensures integrity of data and timeliness of record updates in the database; in alignment with the Executive Officer, recommends amendments to the database as appropriate
  • Prepares reports as required and on the request of the Executive Officer and the Provost
  • Co-ordinates archiving of faculty file materials on termination or retirement in accordance with UW Policy and published procedures


Liaison and Reporting

  • Maintains records of academic appointments and reappointments
  • Prepares the report on sabbaticals, special leaves and administrative appointments to the Board of Governors on behalf of the President
  • Acts as the Provost’s Office resource on all UW policy and procedure matters with respect to administrative appointments and leaves
  • Serves as liaison between the Provost’s Office and Dean’s Offices on faculty related issues



  • In alignment with the Provost and Faculty Deans coordinates the Provost’s Delegate on Faculty Tenure & Promotion Committees (FTPC)
  • Member of the Strategic Plan Implementation Group; distributes agendas on behalf of the Provost, writes summary notes and/or minutes, and provides other support as required
  • Co-ordinates and Co-Chairs the Deans Administrative Group; identifies topics for discussions; drafts agendas, writes summary notes and/or minutes, and provides other support as required.


Training and Development

  • Prepares and facilitates training sessions for staff on faculty matters (e.g. sabbaticals and other leaves and administrative appointments)
  • Provide support to the UW campus on all issues related to faculty matters



  • Provides administrative support to the Executive Officer and the Vice-President Academic and Provost as required
  • Acts as back-up to the Executive Assistant

Position Requirements


Post-secondary diploma or equivalent education with several years’ experience in an academic or administrative unit at the University.


Exceptional verbal and written communication skills.  Thorough knowledge of Policies and Procedures as they pertain to faculty.  Independent judgment in areas of time management, task prioritization and decision-making.  Proven ability to manage a large volume of work, conflicting priorities and deadlines.


Excellent experience with Outlook Express, Microsoft Word, Microsoft Excel, PowerPoint and Access. Average experience with SharePoint and web content management software.  Experience with WCMS for Content Maintainers and WCMS for Site Managers


MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

The Administrative Assistant is responsible for the development and management of administrative systems to support the Provost’s office. The position requires substantial skill in managing complexity and co-ordinating a range of activities and demands. Responsibility, maturity, and excellent problem-solving skills are key. Writing and organizational skills are key, as are managing conflicting priorities from multiple managers, and negotiating on time and on budget service delivery with service providers inside and outside the university.


As the back-up for the Executive Assistant, s/he requires a thorough understanding of all operations of the Vice-President Academic and Provost’s office related to faculty.

Level of Responsibility:

This position manages a university-wide process that is specialized but has no direct reports; provides support to the Executive Officer on a range of administrative matters, and handles complex and sensitive situations with minimal supervision. The Administrative Assistant provides co-worker support through back-up of other Administrative staff.


Problem Solving

The Administrative Assistant provides guidance and problem-solving support, which may include issues involving faculty members and interpretation of UW policies and procedures.


Financial Accountability

Responsible for reconciling a P-card (10k), which is mainly used for transactions of advertising costs. The Administrative Assistant may also use the card to register the Provost at various administrative functions.


Internal and External Contacts

This is the office of the Chief Operating Officer of the University. There is constant contact with individuals at all levels from inside and outside of the University, including: federal and provincial government offices, local and national businesses and corporations, senior administrators, faculty, staff, students, and other officers reporting to the Vice-President Academic & Provost. It is important that the Administrative Assistant responds in a helpful and timely manner, maintaining professionalism, and strict confidentiality at all times.

Decision-Making Authority:

From time to time the Administrative Assistant prioritizes conflicting requests for meetings on behalf of the Provost in a back-up capacity, exercising good judgement, discretion and flexibility in juggling a busy schedule. May make decisions related to travel and event planning.

Physical and Sensory Demands:

Minimal demands typical of an administrative position operating within an office environment.

Working Environment:

Working Environment

This role involves minimal physical or psychological risk.


Working Hours

Regular working hours


Risks – physical and psychological

Physical Risks – No significant risks

Psychological Risk – No significant risks