Impact Staffing is currently recruiting a Temporary Executive Assistant to the Librarian for the University of Windsor.

The position will run approximately one month, with the possibility of an extension.

Key Job Functions

Research, Executive Assistance and Administrative Assistance

• Drafts, for consideration by the University Librarian or Associate University Librarians, correspondence of a highly sensitive or confidential nature and/or offering interpretation of policy or process not easily addressed from existing documents;
• Research & prepare reports as requested by both the University Librarian and the two Associate University Librarians, in support of research, policy development and/or project work undertaken in the administrative office;
• Provide administrative support including all agendas, materials, minutes, correspondence, reports, and confidential submissions for committee meetings Including but not limited to ULAC (University Library Administrative Committee), Department Heads, and RPPCULM (Renewal, Permanence and Promotion Committee for University Librarian Members)
• Organizes and administers policies and processes that flow out of library committees through the Office of the University Librarian;
•  Exercises the authority granted by this position to make decisions regarding day-to-day schedule of meetings, presentations, conference calls for the University Librarian and Associate University Librarians;
• Responsible for facilitating the orderly flow of information and accomplishment of work by the University Librarian; and the Associate University Librarians;
• Administers correspondence by and for the University Librarian and the two Associate University Librarians;
• Scheduling and correspondence on behalf of the University Librarian; and the two Associate University Librarians;
• Books all travel arrangements for both the University Librarian and the two Associate University Librarians including travel, accommodations and the management of expense reports;
• Provides administrative assistance for special events and conferences hosted by the Library;
• Provide administrative support including all agendas, materials, minutes, correspondence, reports, and confidential submissions for Librarian Search committees as well as coordination of candidate’s travel, accommodations and the management of expense reports.

Human Resources / Personnel Activities

• Acts as first point of contact between the library and human resources regarding all staff and librarians.
• Responsibility for the maintenance of all confidential files and records relating to the recruitment, hiring, management and termination of support staff;
• Responsibility for the maintenance of all confidential files and records relating to the management of the activities of the University Librarian’s office;
• Implements policies and procedures required by Collective Agreements for non-librarian staff;
• Administers and trouble shoots records in the attendance system for vacation, sick leave and other leaves for all library staff, including preparation of related reports and correspondence;
• Contributes to the creation, organization and coordination of documentation pertaining to Librarian, AAS, and support staff members with respect to all labour relations issues, such as negotiations, arbitration hearings and disciplinary meetings.

Communications

• Main contact, on behalf of the University Librarian’s office, with senior university administrative offices on campus;
• Manages communications between the University Librarian and regional or national academic library organizations such as:
  • OCUL - Ontario Council of University Libraries;
  • CARL – Canadian Association of Research Libraries; and
  • CRKN – Canadian Research Knowledge Network
• Manages interaction and communications with senior academic staff and librarians from institutions in Canada, the U.S. and internationally.

Customer Service

• First point of contact in the Library Administrative Offices for all walk-in traffic and deals with the wide range of issues that arise on a day-to-day basis with the public and other campus offices;
• Employs his/her in-depth knowledge of library and university operations, offices and policies to effectively respond to issues that arise;
• Uses his/her knowledge of library services, procedures and policies to satisfactorily address user concerns or queries at point of request

Resource Management

• Must be available, in the absence of the Administrative Assistant, to be familiar with all routines, files, and activities pertaining to facilities management and the physical state of the library buildings;
• As required, deals with emergencies arising from facilities, equipment or service problems in the library buildings;
• Interacting with campus units or outside tradespersons with respect to projects, supplies or services to the library.

Decision Making and Authority

Decisions Made by the position

• Determines scheduling of the University Librarian and Associate University Librarians on a daily basis;
• Determine appropriate response to multiple broad-ranging enquiries and problems that arise daily;
• Responds to emails received by the University Librarian, forwarding those requiring personal attention;
• Signing authority on all library operating accounts;
• Approval of credit-card purchases for services, travel and other purchases related professional activities of the University Librarian’s office.

Recommendations Made by the position

• Provide suggestions pertaining to coordination of activities with respect to meeting, event and conference planning;
• Provide recommendations on complex travel arrangements for the University Librarian and Associate University Librarians;
• The incumbent may suggest a course of action, for consideration by the University Librarian or Associate University Librarians, with respect to serious conflicts that cannot be adequately addressed through normal actions of clarifying policy, providing information, and/or arranging meetings for continued discussion.

Skills/Knowledge/Experience/Education required

Essential Qualifications

• University Degree as determined by the department;
• At least two (2) years working as an Executive assistant to a Dean or Director, or equivalent in a non-academic setting;
• Demonstrates exceptional tact, professionalism and competence, an ability to practice discretion, and sound judgment in handling confidential materials pertaining to labour relations, hiring, firing and disciplinary matters;
• Ability to demonstrate excellent decision making, analytical, interpersonal and communication skills;
• Full proficiency with a variety of office software programs such as Microsoft Office Suite;
• Must possess excellent written, grammatical, word processing/keyboard skills;
• Must be proficient at note/minute taking, scheduling, problem solving, and be able to manage all correspondence in a timely and efficient manner while having excellent attention to detail;
• Ability to apply knowledge of Senate Bylaws and Faculty Association Collective Agreement languages in support of activities of the University Librarian;
• Ability to apply in-depth knowledge of UNIFOR 2458 and CUPE 1393 Collective Agreement language.

Preferred Qualifications

• Knowledge of the administrative structure of the University;
• Knowledge of the operational functioning of each department within Leddy Library.
• Proficient with the Library’s digital resources, online catalogue and other equipment
• Advanced Certificate for the Executive Assistant would be an asset

If you are interested and qualified, please email resume to dolivito@impact-staffing.com