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Executive Officer, Academic

Date: August 1, 2015
Reports to (Job Title): Vice-President Academic & Provost
Jobs Reporting (Job Titles):

Executive Assistant

Administrative Assistant

Computing/Office Assistant
Office Assistant

Department: Office of the Vice-President Acadmeic & Provost


Main Campus


USG 14
35 hr/wk

Primary Purpose

This position is responsible for financial oversight, human resources administration, and management and oversight of administrative functions of the Vice-President Academic & Provost Office. The Executive Officer provides strategic and operational advice and support to the Provost and senior administration reporting up to the provost. This position also provides leadership and support on special projects and strategic initiatives. As the senior administrative staff member in the office of the Provost, the Executive Officer provides continuity as academic leadership changes.


Key Accountabilities:


Financial management, including but not limited to:

  • Assist and provide input to the Provost in the development and implementation of the university operating budget
  • Review the University’s financial position with the Provost on a regular basis certifying that funds are available to support the university’s operations
  • Works in alignment with the Provost to assess, develop, improve and promote strong financial controls in the university, ensuring that university policies and procedures are followed
  • Ensure coordination among multiple departments in the development of the university’s annual operating budget
  • Monitor and report on the financial status of major strategic and operational priorities
  • Liaison with faculties and departments with respect to budget issues


Human Resources Administration, including but not limited to:

  • Support the Provost in the recruitment, retention, and advancing outstanding faculty within the university
  • Monitor and align the administrative structure of the Vice-President Academic & Provost Office to ensure that human resources are efficiently and effectively managed
  • Develop all new staff position descriptions and reclassification requests
  • Implement the staff performance evaluation process in the office of the Vice-President Academic & Provost
  • Ensuring adherence to University policies in all human resource operations and activities (privacy and retention policies)
  • Review and assess new position requests for financial viability and alignment with strategic direction of the University
  • Verifying funding source and cross reference to ensure integrity of the Human Resource system is being maintained
  • Ensure hiring guidelines established by the Provost are being implemented by the organization.


Administrative Leadership

  • Support the Provost in advancing internal and external relationships
  • Provide advice and support to the Provost’s direct reports
  • Attend meetings with or on behalf of the Provost to ensure that appropriate follow-up occurs and that the Provost is briefed on all issues and outcomes
  • Serving as a resource to consult and advise on internal and external information and the interpretation and application of UW policies, procedures, guidelines and practices
  • Assess and route administrative communications to the UW Community
  • Provide leadership and direction to staff in the Provost office, fostering constructive working relationships, setting an effective team agenda and ensuring performance goals are set and achieved.
  • Oversee the efficient day-to-day operation of the Provost office
  • Responsible for records and information management within the Office of the Provost in accordance with University records management and retention policies, guidelines and legislated requirements.


Strategic Advice and support, including but not limited to:

  • Provide decision making support for financial and administrative areas in alignment with the Provost
  • Draft internal and external correspondence and integrate division level reports into university wide reports for the Provost as required
  • Provide strategic input and guidance on university-wide events (eg. Town hall meeting)
  • Work with the Provost and the university community to develop, interpret, communicate and implement long-range strategic and operational plans for the University
  • Assist the Provost to set academic priorities and ensure that resources are aligned with those priorities


Special projects and strategic initiatives, including but not limited to:

  • Work with Associate Provosts, Associate Vice-Presidents, Deans, Directors and senior staff to develop and implement training for staff across campus
  • Assisting in the design and implementation of strategic events
  • Design and implement new processes related to hiring


Position Requirements


University degree or equivalent education and experience in an administrative unit.



The Executive Officer is the senior administrative staff position in the office of the Vice-President Academic & Provost of the University. Applicants must have experience in roles of progressive responsibility and senior administrative experience in an academic setting. Advanced knowledge of and experience interpreting UW policies, procedures, and guidelines preferred.


Proven financial management experience including budget development and allocation, strong research, analytical, and technological skills with superior organizational skills and detail oriented.


Must demonstrate outstanding leadership and management skills. Excellent interpersonal skills with outstanding verbal and written communication skills, is a must. Tact, judgment, and diplomacy are essential. Must be confident, organized, and an accomplished problem solver. Must be able to quickly assimilate information and analyze data. Demonstrated ability to make independent decisions required. Ability to adapt to varying management styles is an asset.




Experience with Microsoft Office programs, advanced experience with Microsoft Excel and Financial Oracle system required. Experience with myHRinfo as it relates to recruitment. Experience with SharePoint an asset.



MS Word Excel PowerPoint Other
word excel powerpoint other

Nature and Scope

Interpersonal Skills:

Within the University, communicates with faculty, staff and students at all levels to deal with, influence and motivate. Communicates with senior administration at all levels to promote, justify and settle highly sensitive matters.


Externally, this position will be involved in settling highly sensitive, confidential matters that are critical to the organization and in alignment with the Provost.

Level of Responsibility:

This position has a significant level of responsibility and accountability.


Manage university wide functions and processes that are highly specialized with the Provost’s direct reports.

Has signing authority for all operating, trust and endowment funds within the Office of the Vice-President Academic & Provost and ensures that the Provost’s decisions with respect to these funds are implemented.

Is responsible for identifying changes in policies or systems and ensuring that they are communicated and procedures are put into place to implement them within the University.

Makes decisions on timelines, budget allocation, and staffing resources to meet strategic objectives

Responsible for decisions related to all staff promotions in the Office of the Vice-President Academic & Provost.


Problem Solving

The Executive Officer provides guidance and problem-solving support to the Provost and other Sr. Administrators on a wide range of issues involving budget and faculty matters, which may include interpretation of UW policies and procedures.

Provides solutions to administrative and operational problems, as appropriate; responds to these issues on behalf of the Provost as required.


Financial Accountability

Responsible for ensuring proper administration and reconciling all University accounts.


Internal and External Contacts

These are the offices of the President and Vice President Academic who are the Chief Executive Officer and 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 Executive Officer responds in a helpful and timely manner, maintaining professionalism, and strict confidentiality at all times.

Decision-Making Authority:

Physical and Sensory Demands:

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

Working Environment:


Occasional travel required.


Working Hours

Regular working hours, some evening/weekend work required

Risks – physical and psychological

Physical Risks – No significant risks

Psychological Risks – Minimal exposure to disagreeable conditions typical of a supervisory position