Date:	July 2015
Reports to (Job Title):	Associate Provost, Students
Jobs Reporting (Job Titles):	None
Department:	Department
Location:	Associate Provost, Students
Grade:	USG 8 35 hr/wk

Primary Purpose

The Executive Assistant provides strategic advice and support to the Associate Provost, Students (APS). The Office of the Associate Provost, Students provides leadership to student service units on campus to ensure uWaterloo students are engaged intellectually, culturally and socially, both in and out of the classroom. Some of the student services units include: Student Success Office, Housing & Residences, Retail Services, Food Services, the Wellness units (Counselling Services, Health Services). Also, the APS is the main university connection for the on-campus student government bodies: Federation of Students (FEDS) and Graduate Student Association (GSA).
This position supports the APS through project management, liaising with campus partners, writing and communications, human resource administration and other operating functions. The Executive Assistant works with the APS to create and ignite a student-focused culture on campus.

Key Accountabilities:

1. Strategic Planning Support

Provide the APS with confidential and strategic advice, information, and data to support decision making
Support, track and report progress on strategic initiatives
Serve as a resource within the portfolio for the interpretation and application of uWaterloo policies, guidelines and practices
Coordinate plans with resources; including space, human resources and information systems and technology

2. Project Planning

Develop and define project goals and objectives
Monitor and analyze project effectiveness using qualitative and quantitative tools
Plan, coordinate and monitor activities of assigned projects to develop and implement procedures, processes and systems
Establishing a communication plan for necessary stakeholders

3. Administrative Leadership

Ensure the effective and efficient operation of the portfolio’s various committees; serve as a resource to committees as required
Regularly review the administrative structure to ensure that human resources are efficiently and effectively managed
Support and assist with the planning and execution of various special events, as necessary
Ensure appropriate communication of administrative information throughout the portfolio to ensure continuity and consistency
Possess extensive knowledge of the university’s various structures and processes
Recommend and implement modifications to improve office effectiveness

4. Human Resources Support

Support the APS in the recruitment, onboarding, evaluation, promotion, professional development, and retention of all APS direct reports
Maintain personnel files for staff in accordance with University policies
Provide expertise and support to APS direct reports regarding Human Resources processes

5. Analytical and Communication Functions

Research and synthesize information relevant to the student experience to keep APS up-to-date on emerging issues
Write reports, communications and correspondence for and on behalf of the APS
Accountable for the digital content for the APS website, collaborate with on campus partners to ensure alignment of priorities
Collaborate with other senior administrative supports and departments

Position Requirements

Education:

Completion of a bachelor degree in relevant field.

Experience:

3 years’ experience supporting an executive level position. Post-secondary school environment preferred.
Necessary competencies include: proven strategic and pragmatic thinker, excellent interpersonal skills (including verbal and written communication skills and a proven record of demonstrated tact, judgement and diplomacy), confidence, organization, and the ability to assimilate information and analyse data quickly. Demonstrated ability to make independent decisions.

Technical:

MS Word	Excel	PowerPoint	Other
Intermediate	Intermediate	Intermediate

Nature and Scope

Interpersonal Skills:

Internally, this position interacts regularly with senior administrators in all academic support departments, including Registrar’s Office, Graduate Studies Office (GSO), Information Systems & Technology (IST), Cooperative Education and Career Action (CECA), Campus Police, Human Resources, and all departments reporting to the APS. This position will also interact with staff and faculty in the Faculties to ensure it is positioned to support and enhance academic success. Also, this position interacts with the two student bodies – Federation of Students (FEDS) and the Graduate Student Association (GSA).

Level of Responsibility:

This position is responsible and accountable for all items outlines above.

Decision-Making Authority:

This position has final decision-making authority for all items outlined above.

Physical and Sensory Demands:

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

Working Environment:

Regular working hours, some evening/weekend work required.