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Title Assistant to the Vice-President Academic
Job ID 12A-1036
Campus/Site Newnham
Job Classification Administrative
Job Type Full Time
Position Overview Reporting directly to the Vice-President Academic, the ideal candidate will be a positive and confident problem solver who anticipates the Vice-President’s needs and identifies available resources and solutions.
Responsibilities This confidential, senior level support position will be responsible to:
• Manage the Vice-President’s complex calendar to support strategic priorities. Accountabilities will include coordination, organization and communication of appointment calendar(s) with the goal of maximizing the efficiency of the VP Academic and ensuring the best possible resources are allocated to serve the College community. Interpretation of international calendars such as those from India, China and Brazil will be required.
• Anticipate requirements and attend to all aspects of the Vice-President’s daily activities, ensuring preparedness for meetings, travel, and events. The incumbent will research internal and external resources in order to draft and collect reports, briefs and backgrounders for meetings; book international travel and meetings using appropriate cultural protocol; and obtain necessary documents and information for travel including visas, accommodations, navigation, meals, cultural knowledge and other advisories. Other Administrative services include drafting presentations, correspondence and minutes of Board and senior management committees; preparing capital and operating budgets; and coordinating marketing efforts and logistical support for meetings, workshops, conferences or other events.
• With full confidentiality and sensitivity to cultural, stature or other diverse needs, respond in a considerate, timely and professional manner to in-person, phone and email inquiries from clients including senior representatives from government, corporations, or educational institutions both locally and internationally, as well as students and staff across all levels and functions. Analyze inquiries using detailed knowledge of the College's mandate, policies, procedures, programs and organizational structure to understand criticality, sensitivity or priority and escalate or limit involvement of Vice-President as necessary. Relay complex/confidential information and instructions pertaining to disciplinary issues, advocacy and policy formulation, etc. and provide general support and advice on department matters.
• Manage college-wide projects including budget administration, management of contract personnel and reporting for (8) Academic task groups reporting to the Vice-President. Accountabilities include ensuring project charter and terms of reference are in place for each Academic task group including scope, objectives, deliverables, roles and responsibilities, and financial and quality management; identifying external/internal benchmarks to support project plan and deliverables; attending meetings, monitoring work schedules, deliverables and resources for each task group; and overseeing the work of contract personnel and consultants retained for task group projects. The incumbent will capture and report on project progress to the Vice-President.
Qualifications • A 3-year post-secondary diploma in business administration, project management or a field related to the position.
• A minimum of 5 years’ progressive experience providing senior level support within the broader public sector, with experience in a post-secondary institution preferred.
• Experience managing multiple projects and deadlines, demonstrating strong organizational skills, initiative and consistently successful results.
• An approachable service orientation with well-developed listening and communication skills.
• A professional and confidential approach and the ability to build trust with clients and partners.
• Cross-cultural sensitivity and a commitment to understanding and serving Seneca’s diverse community.
• Advanced computer skills, with extensive knowledge of current Microsoft Office applications including PowerPoint, Excel, Word, Visio, and Outlook.
• Basic budgeting and purchasing knowledge.
• A flexible schedule to work irregular office hours.
• A valid Ontario Driver’s License and access to a reliable vehicle are required for travel between campuses.
• Experience coordinating logistics for domestic and overseas travel is considered an asset.
• Project Management certification/training and experience with Microsoft Project are considered assets.
• Fluency in a second language is considered an asset.
Required Date As soon as possible
Posting Date November 14, 2012
Closing Date November 23, 2012
To Apply
Click on “Apply Now” below. Applications must be submitted online by the closing date and must include a covering letter and resume (as one document) in Word or pdf format. 
Note: A skills assessment may be administered and proof of degrees, credentials or equivalencies from accredited regional or federal post secondary institutions and/or their international equivalents will be required at the time of interview.
Seneca College is committed to diversity and encourages applications from all qualified candidates, especially aboriginal persons, francophones, members of sexual minority groups, persons with disabilities, visible minorities and women.
We thank all applicants for their interest in this position, however only those selected for an interview will be contacted.
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