REQUIRED QUALIFICATIONS:
• Three-year post-secondary degree in business administration or another relevant field, combined with several years (5+ minimum) of experience providing senior or executive-level administrative support in a fast paced and complex environment.
• Extensive knowledge of senior level office practices and the ability to anticipate, and respond to, the needs of senior management.
• Experience drafting communications for senior level leadership.
• Extensive knowledge of policies, procedures and university structure considered an asset.
• Consideration will be given to an equivalent combination of education and experience.

Investment Services Responsibilities
• Administers departmental accounts for the Investment Services unit; assists as required with the coordination of financial processes and financial transactions, maintains accurate records, reconciles the departmental procurement card, and monitors departmental accounts.
• Manages the planning of the Quarterly Investment Committee Meetings as the key contact to all vital stakeholders, including providing administrative support during virtual meetings.
• Assists as required with coordinating and managing the payment of departmental invoices for Investment Services using acQuire.
• Co-ordinates physical services for the department; equipment maintenance; ensures the provision of office supplies, computers, equipment and furnishings for Investment Services.
• Coordinates physical mail, including express deliveries.
• Manages travel bookings and seminar registrations for the Investment Services team; followed by submitting expense claims to the ERS.
• Provides confidential human resources support for Investment Services by coordinating job postings and completing required documentation, as well as liaising with candidates and Human Resources as needed.
• Serves as departmental safety officer. Responsible for safety programs and ensuring that regulations and safety procedures are followed.
• Tracks employee vacation schedules and acts as departmental timekeeper using PeopleSoft HR.
• Assists Director, Investments with other administrative duties as required.

SPECIAL SKILLS:
• Superior interpersonal, organization and time-management skills with an ability to plan and coordinate multiple projects/work initiatives effectively and within set timelines.
• Well-developed written and verbal communication skills to effectively work with, and build collaborative relationships with, a diverse group of people, internal and external to the university.
• Strong problem-solving skills with the ability to exercise discretion and determine when to escalate issues as required. Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
• Service-oriented and capable of dealing with a wide variety of constituents in a professional, respectful manner. Ability to remain calm and professional in challenging, fast-paced circumstances.
• High level of attention to detail and accuracy with strong analytical, interpretive and problem- solving skills.
• Advanced administrative skills, including exceptional computer skills for information distribution/reporting and data analysis (Word, Excel, PowerPoint, PeopleSoft, etc.). Ability to adapt to changing technology and implement new processes to increase productivity.
• Ability to maintain focus and high level of work performance in a multi-tasking, highly intensive office environment with competing demands and frequent interruptions.
• Ability to effectively compile and synthesize information from multiple sources to lead, and / or recommend, projects or initiatives to improve the department’s services or operations.
• Ability to self-motivate and take independent initiative, demonstrating excellent judgment and an ability to work within a team environment, and with minimal supervision.
• Demonstrates commitment to fostering a collaborative working and learning environment that celebrates diversity and inclusion.

DECISION MAKING:
• Prioritizes work and time, setting up schedules to meet deadlines and carry out responsibilities.
• Frequent decisions regarding management of the AVPFA’s schedule, including determining the urgency of a request, the possibility of delegating the request, using judgement to schedule/reschedule appointments in response to unexpected events.
• Handles and / or refers incoming correspondence and phone calls to the appropriate individual for follow-up, particularly those which are time or content sensitive.
• Determines content of correspondence and other documents composed for signature.
• Resolves problems associated with the office as they arise. Determines when to involve the AVPFA and when to act on one’s own initiative.
• Decides how new information or changes will affect the functioning of the department; recommends changes to policy or procedure as required.