*TERM: Approximately July 1, 2008 to June 30, 2009
(Can end at any time with 10 working days written notice)
REPRESENTATIVE DUTIES
Scheduling
Coordinating requests made to the President’s Office for the President’s time, keeping such requests confidential unless otherwise directed.
Dealing with the appropriate institutions on scheduling events, in conjunction with all necessary parties on campus and elsewhere.
Arranging contact between the President’s office and other institutions. This includes offices within the University, in other Universities, government departments at all levels, organizations of which the President is a member, and all other institutions. This entails repeated contact and negotiation with political, educational and private sector offices, often working with several offices at once to arrive at a suitable arrangement.
Creating the daily, weekly and monthly schedule for use of the President, including information on who will be at each meeting and what will be discussed. The assistant keeps the daily activities of the office in constant scrutiny, to ensure a smooth flow of visitors and material coming in and out of the office, to keep the President on time and informed of what is coming up. For scheduled meetings, all materials for the President’s use are collected, copied for the record, and given to the President.
Travel and Meeting Logistics
Once any form of interaction between the President’s office and another person, group of people, or institution, is agreed upon, it is the Special assistant’s job to:
Arrange meeting times, confirm participants, collect and/or distribute all information pertaining to the meeting. Some of the materials/information needed for meetings are confidential in regard to labour relations. The Special Assistant books all meeting locations, and arranges for all refreshments, audio/visual equipment and any other materials needed for the meeting. This can involve cooperation with Sr. Executive Officer & Advisor to the President, Media Services, the Director of University Events (for university events) or the Director of Communications (for media events).
Often a single trip will involve travel to several different cities, and to different events within each of those cities. Each host institution is responsible for its own portion of the President’s time, and thus the travel arrangements for a trip involve a complex set of plans, working with each institution to ensure smooth transition between commitments, and smooth travel arrangements at a minimum cost to the President’s Office.
Responsible for keeping and providing a comprehensive record of all the President’s interests in every city visited, will visit, or in which contact persons or institutions reside. The Special Assistant must arrange, based on the President’s priorities, meetings with key contacts when visiting those cities.
If the President is visiting a city which has a University of Winnipeg Alumni population, the Special Assistant will work with the University of Winnipeg Alumni Office and UofW Foundation to schedule Alumni and fundraising events while the President is in town.
The Special Assistant works closely with the Financial Officer to ensure appropriate financial management and tracking of the President’s travel and expenses.
Once all travel plans have been confirmed, the Special Assistant creates an itinerary for the President’s use. The itinerary is laid out in precise detail, including instructions on how to get to/from each leg of the journey, who will greet the President at each arrival point, who will be present at each meeting and what materials are needed. The itinerary includes comprehensive documentation of all arrangements made on the President’s behalf, for use in the case of a change of plans, or an error in planning by a host institution.
Photocopying, Faxing, E-Mails, Mail, Receiving/Distributing Information
Opens, reads and sorts all hard copy mail that comes to the President’s office. In addition opens and reads all e-mail correspondence for the President. Mail or e-mails requiring scheduling decisions are organized for scheduling discussions with the President & Sr. Executive Officer & Advisor to the President. All other mail is distributed to the addressee or the most appropriate Presidential office staff member for handling. All received information is to be kept confidential, especially as it regards labour relations.
Meets on weekly basis with the President & the Sr. Executive Officer & Advisor to the President to review scheduling items and outstanding e-mail or mail requests and to assess what action, if any, needs to be taken in response and responses include: copying materials for distribution to interested or relevant parties (esp. VPs or senior admin staff); setting up meetings in response to direct requests or to developments related to the correspondence and, as directed, drafts letters of response or arranges for an appropriate party to do so.
General Reception
Greets visitors to the President’s Office as needed and provides them with any materials needed for meetings, etc.
Responds to callers, telephones, faxes, as appropriate
Sends and receives communications electronically as needed and ensures that they are attended to as soon as possible
Records information as required for follow-up by another member of the President’s Office staff
Performs other related duties as required or assigned
QUALIFICATIONS
Undergraduate degree required, preferably from the University of Winnipeg
At least two years of directly related experience in an intense office environment, high-level academic office, or an executive office in the private sector
Scheduling experience is required
An acceptable equivalent combination of education and experience may be considered
Trained in use of personal computers, including Word, Excel, GroupWise, and with the ability to do quick and efficient internet research.
Working knowledge of university and government departments, their chain of command, what each level is responsible for. Ideally, should be well aware of the city’s major figures in business, politics, academia and media, and have contacts in the executive level offices of each.
Good communication skills are essential as this position requires constant personal contact with representatives of virtually every sector in society
Must possess diplomacy and tact, in order to explain cancellations or changes in plans, and solicit co-operation from senior executives.
Needs to be highly organized, to balance all the demands of those working with the President, to represent the interests and demands of short-term and long-term schedules
Must be able to adapt quickly when requests from outside the office, and decisions within the office, affect the President’s schedule and plans
Must be able to perform tasks with little supervision, think independently, assess problems and draw up solutions quickly
Must be able to communicate effectively, both orally and in writing, with all levels of the UofW and external organizations
Must be able to maintain confidentiality as many matters involving the President’s Office are confidential in regard to labour relations
Must be willing and able to work evenings and weekends, for special events or projects, as required or assigned.
Valid Manitoba Driver’s License