COMPETITION NUMBER: 1460
CLOSING DATE: OCTOBER 5, 2025 @ 11:59PM MDT

OFFICE OF THE VICE PRESIDENT ACADEMIC

This key position supports the Office of the Vice President Academic, by providing a broad range of administrative support primarily to the Associate Vice President and Senior Executive Associate in achieving college goals. The ideal candidate will present a high degree of flexibility in working on various types of assignments and adaptability to changing priorities by showcasing a positive and professional approach to working relationships and achieving results. Must be well organized, detailed oriented, a critical thinker, have good analytical skills, and respond to unanticipated circumstances, and be a supportive and proactive team member.

The position works closely with the Senior Executive Associate in carrying out their responsibilities to coordinate the effective and efficient organization of the Associate Vice President office. Prompt, effective service and communication are key to influence action while maintaining good relationships with all levels of college staff and external partners. This position is expected to learn business processes and functions quickly and will require deep knowledge of college policies, procedures, and processes.

The Executive Associate manages a significant amount of scheduling and maintaining calendars, maintenance of contacts, monitoring correspondence, responds directly to day-to-day administrative inquiries on behalf of the office, coordinates travel, and assists in the preparation of presentations and reports. The position requires sound knowledge of college policies, procedures and processes and acts as a key resource for colleagues. In this position, you will play a key role in the development of administrative processes and assists in the management of information flow within the business areas and with external government, post-secondary institutions, businesses, clients and contacts in conjunction with the Associate Vice President and Senior Executive Associate. The position is accountable and responsible for maintaining a strict level of confidentiality and sensitivity due to the access to highly sensitive information (e.g. college records, funding decisions, etc.)

HOW YOU'LL MAKE A DIFFERENCE

• Handle extensive scheduling of meeting and maintenance of calendars (including screening, prioritizing, redirecting meeting requests)
• Schedule, coordinate and support the planning of internal and external meetings (including committee meetings) and events (on-site and off-site) hosted by the Associate Vice President, Students & Academic Strategy, Dean, Students & Academic Strategy, Vice Dean, Students & Academic Strategy, and Portfolio Manager.
  (including logistics, technology set up, and guest invitations)Create and disseminate meeting material, prepare agendas, and summarize proceedings
• Record minutes, action items, decisions, and follow up, as well as research and prepare background materials, as appropriate
• Manage travel arrangements including booking airfare, hotel, vehicles, and ensure smooth itineraries and travel logistics
• Interface with internal business areas including Executives, Deans and Directors, as well as external government, post-secondary institutions, businesses, students, clients, and contacts.
• Draft and assist with preparation of correspondence, communication materials, presentations, and reports
• Track and route documents for appropriate approvals and respond to written or verbal general inquiries
• Develop and maintain databases and a comprehensive filing system as an integrated system with the overall system
• Prepare and process expenses, procurement cards, invoices and reconciliations in alignment with financial policies and procedures
• General administrative duties such as copying, filing, etc.
• Special tasks and projects as assigned

WHAT YOU BRING

• Several years’ experience providing senior level support at an executive level
• Diploma in administration or business is preferred.
• Experience in educational, not-for-profit, and/or government is preferred
• Strong proficiency with Microsoft (MS) Office Suite, particularly MS Outlook, Word, Excel, and PowerPoint.
• Strong proficiency with MS Teams and SharePoint sites.
• Knowledge relating to standard office procedures and privacy legislation (i.e. ATIA)

WHAT MAKES YOU A DIFFERENCE MAKER?

As a difference maker you bring experince in:

• Excellent organizational and follow through skills with the ability to prioritize, multitask, and meet deadlines with minimum supervision
• Ability to deliver accurate and complete documentation
• Superior written, verbal, and interpersonal skills acting with a high level of professionalism and business acumen
• Team-oriented, positive, and proactive
• A high level of sound and independent judgement, reasoning, and critical thinking skills
• Ability to work with confidential information and exercise good judgement and discretion

SALARY: $63,978- $82,015 annually. Reflective upon what you bring. AKA your education and experience. Plus, immediate access to our great pension and benefit programs.

We offer flexible work options. We strive for balance between a flexible work environment, connectedness to the campus community, and ensuring NorQuesters are set up to succeed in their roles and responsibilities.

Additional Information: Pre-Employment Checks will be completed to assess the candidate’s suitability for a role. These checks may include (but are not limited to): references, criminal record check, academic verification, etc.

For applicants who have completed post-secondary studies from outside of Canada, it is recommended they obtain an assessment of their credentials from a recognized Canadian Credential Evaluator, such as:

• International Qualifications Assessment Service https://www.alberta.ca/international-qualifications-assessment
• World Education Services https://www.wes.org/ca/

We encourage applicants to include the assessment certificate as part of their application.

This competition may be used to fill future vacancies, across NorQuest College, at the same or lower classification level.

Our Commitment to Equity, Diversity, and Inclusion: We're on a journey to become an inclusive, anti-racist, and decolonized organization. NorQuesters are trailblazers – we are curious, creative, and innovative - our lived experiences are honoured, creating accessibility and a sense of belonging for everyone.

NorQuest 2030 We Are Who We Include shares our strength and difference comes from who is included, and along with our students we are learning and growing to listen deeply and say what we feel.

NorQuest College is committed to being an employer of choice for First Nations, Métis, and Inuit people by recognizing, respecting, and supporting Indigenous people's self-determination through the institution’s work in decolonization, reconciliation, and Indigenization.

Accessibility: At NorQuest, we are who we include. We strive to provide access and accommodation throughout the recruitment, application, and selection process. We want to create opportunities for you to confidently be your authentic self. If you would like an accommodation at any stage of the process, please reach out to Careers@norquest.ca.

Apply to Become a NorQuester: If this opportunity delights you and your expertise will shine in this role, we invite you to apply for this position online by uploading your resume and cover letter combined as one document.

PSST: Only candidates shortlisted for an interview will be contacted and we’ll make sure to do this within 28 days of the closing date.