Job Summary:
The Executive Assistant, Chief Financial Officer (CFO) provides confidential administrative support and assists with the effective and efficient management of the Office of the CFO. The incumbent handles confidential materials and responds to sensitive situations, ensuring a high level of diplomacy and tact.
The Executive Assistant provides confidential support to university committees, overseeing logistics, preparing materials, transcribing minutes and action items and ensuring follow up on action items. The role handles all matters pertaining to the CFO’s calendar, coordinating meetings with internal and external partners, and ensuring the CFO is aware of, and prepared for meetings.
The Executive Assistant:
- Provides confidential and administrative support to the CFO.
- Maintains confidential records and files, including managing the central repository for contracts and agreements Maintains the CFO’s calendar and schedule and alerts them to appointments and meetings.
- Functions as a first point of contact to assure prioritization of the CFO time, assisting with managing and prioritizing competing demands for time.
- Uses initiative and sound judgment to resolve issues within their authority, ensuring confidential/critical matters requiring immediate attention are dealt with directly or referred to the appropriate authority.
- Acts as initial contact for internal and external persons/agencies requesting information or action from the CFO, referring to appropriate department and/or initiating actions as appropriate.
- Ensures the proper management and approval of individual and corporate expenses.
- Provides confidential and administrative support to a wide range of high-level senior leadership committees.
- Prepares, edits, and distributes material and information, including those of a complex and/or highly sensitive nature, including budget submissions, reports, minutes of confidential meetings, collective bargaining, labour relations and other personnel matters.
- Conducts research and compiles information for reports or projects as needed.
- Administers and governs deadlines of reports and information from senior administrators.
- Coordinates UFV Board related material that falls under the responsibility of the CFO.
- Composes, drafts, and prepares a variety of confidential and general correspondence to internal and external contacts Gathers, coordinates and/or prepares necessary information, materials and resources for meetings and events Schedules appointments, prepares travel arrangements, and reconciles expenses.
- Handles and processes confidential materials and matters directed to and emanating from the CFO.
- Handles sensitive situations or complaints from internal/external sources with high level of diplomacy, referring to appropriate authority when necessary.
- Assists with the management and administration of contracts and agreements.
- Assists in the evaluation process for Directors, Associate Directors, Managers, and staff in the CFO division.
- Assists in the development of new policies and the review and revision processes of existing policies.
- Provides information and assistance to faculty, staff and internal administrators and members of the university community on policies and procedures.
- Coordinates the office record retention schedules; liaises with the Records Management Office to ensure compliance; maintains file management system, both physical and digital; prepares materials for storage; ensures file records can be efficiently accessed for information.
- Maintains websites for the Office of the CFO.
- Infuses Indigenization, Equity, Diversity, and Inclusion, leads by example, valuing differing perspectives and backgrounds and promoting equity, inclusion, and respect in a diverse work environment.
- Creates the conditions for people with Indigenous and diverse backgrounds to succeed at UFV.
- Includes equity deserving groups in opportunities and decision-making.
- Builds inclusive and diverse teams who have different perspectives, abilities, experiences, races, backgrounds, identities, and/or styles.
- Invites and responds to different perspectives from a place of curiosity, respect, and non-judgement.
- Demonstrates respect for all members of the UFV community and proactively works to create an environment of inclusivity and accessibility.
- Engages in learning and activities related to actioning indigenization and understanding the impact of colonialism and the purpose of reconciliation.
Qualifications:
- Undergraduate degree in a related field from a recognized post-secondary institution
- Five (5) years of office administration experience, preferably at the senior assistant level and preferably in a post- secondary institution environment or similar complex organization
- Superior interpersonal and written communication, time management, and organizational skills
- Proven ability to work independently and as part of a team and meet multiple deadlines with a high degree of accuracy and attention to detail.
- Excellent knowledge of office practices and procedures; advanced knowledge of various software applications, primarily Microsoft Office, Outlook calendar/mail, and Adobe
- Demonstrated excellent minute taking and transcription skills; self-directed, proactive, and able to exercise discretion Knowledge and understanding of post-secondary policies and procedures.
- Content Management System (CMS) knowledge is an asset.
- Experience working with contracts and agreements and an ability to identify and determine certain terms and conditions in contracts and agreements that require Risk Management Branch (of the Provincial Government) involvement.
UFV LEADERSHIP PROFICIENCIES
Create and implement plans - shape, align and execute the strategic priorities to meet student and community needs.
Lead change – Remain flexible, adjusting to changing circumstances and lead positive change by balancing innovation and calculated risk taking.
Cultivate collaborative relationships – Build effective working relationships internally and externally and collaborate to achieve mutually beneficial goals.
Inspire and develop talent - Invest in developing yourself, staff and faculty, effective teams, and our culture of excellence.
Make effective decisions - Make sound and timely decisions that benefit UFV in both straightforward and ambiguous circumstance.
Infuse Indigenization, Equity, Diversity, and Inclusion – Lead by example, valuing differing perspectives and backgrounds and promote equity, inclusion and respect in a diverse environment.
About UFV:
The University of the Fraser Valley is located on the traditional territory of the Halq'eméylem-speaking peoples. We express our gratitude and respect for the honour of living and working in Stó:lo Tém:éxw (Stó:lo Land; Stó:lo World). In all that we do, UFV strives to support and honour the Stó:lo peoples goals of self-determination and well-being on these lands. A commitment to Indigenization and Reconciliation is core to our institutional Vision and Integrated Strategic Plan: IYAQAWTXW — which means House of Transformation. This commitment includes the goal of centering Indigenous ways of knowing throughout our organization, recognizing our responsibilities to community, and a multi-year plan to increase the number of Indigenous faculty, staff, and administrators working at UFV.
UFV has four campus locations within the beautiful Fraser Valley in British Columbia. Recognized as one of BC's top employers, UFV offers a combination of career and lifestyle benefits. Join a team of 1,400 passionate professionals who value integrity, inclusivity and excellence. At UFV, you will serve a vibrant community, and shape the future of 15,000 students.
Indigenization, equity, and diversity are essential to our work as a university. A diverse community fosters the inclusion of voices that have been historically underrepresented and marginalized. At UFV, we are committed to recruiting a diverse workforce that represents the community we proudly serve. We encourage applications from Indigenous peoples, members of groups that experience discrimination due to race, colour, place of origin, ancestry, and/or religion, persons who identify as women and 2SLGBTQ+, and persons with disabilities. We invite applicants to complete a confidential self-identification survey as part of the application process. All questions are voluntary, with an option to decline to answer. Information will be used to support efforts to broaden the diversity of the recruitment process, and results are not shared with the selection committee. Inquiries about the survey may be directed to careers@ufv.ca. Learn more about our commitment to diversity and inclusion.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. In an effort to be both environmentally and fiscally responsible, UFV will contact only candidates receiving an interview. We thank all applicants for considering UFV for employment. Shortlisted applicants may be required to undergo a criminal record check and/ or a verification of their education credentials.
UFV is committed to the principle of equity in employment.
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