Administrative Assistant to the President

Date: July 2, 2019
Reports to: President
Grade & FTE: USG 7 & 0.8 FTE (28 hrs/wk)
Occasional evening/weekend work required

Conrad Grebel University College is a liberal arts college founded by the Mennonite church and affiliated with the University of Waterloo. The mission and programs of Grebel are rooted in and inspired by its Christian identity and its Anabaptist/Mennonite heritage. Grebel offers undergraduate, graduate, and community education programs in peace and conflict studies, music, theological and religious studies, and Mennonite studies. It also has a residence which houses 174 university students. Grebel is also home to the Kindred Credit Union Centre for Peace Advancement (CPA).

General Scope

The Administrative Assistant to the President of Conrad Grebel University College is a position that requires an excellent understanding and appreciation of the history and culture of Grebel and the role of President and Board of Governors in leading and representing the College. The position requires a highly competent, steady, far-sighted and collaborative person with the skills needed to advance the identity, mission, and core values of Grebel every day.

Further, the position requires understanding of the many ways in which Grebel relates to other educational bodies (University of Waterloo, Faculty of Arts, Affiliated and Federated Institutions of Waterloo, Toronto School of Theology), church (Mennonite Church Eastern Canada, Mennonite Church Canada), and community partners (Mennonite Economic Development Associates, Mennonite Central Committee, affiliate groups, etc.) The Administrative Assistant contributes significantly to the creation of a hospitable environment and a collegial climate for all members of the College community and helps foster and maintain a positive public image to Grebel’s many constituencies.

Departmental Data

The Administrative Assistant to the President assists in planning 4 annual events, prepares for and takes minutes at 4-5 evening board meetings every year, liaises with 9+ committees and working groups on which the President serves, maintains official minutes for 6 Grebel decision-making bodies, and provides support in achieving an annual fundraising target (currently $345,000).

Specific Responsibilities
A.President’s Office

  1. Co-ordinate
    1. Co-ordinate day-to-day office functions.
    2. Arrange all logistics, correspondence, amenities for meetings as needed.
    3. Co-ordinate the President’s calendar strategically.
    4. Support the President’s schedule and priorities related to speaking engagements, visits with guests and donors, special events where the President represents the College, and other appointments. This will involve matters such as confirmation of schedule, advance communication, and other aspects specific to each occasion.
    5. Co-ordinate incoming/outgoing mail, email, facsimile, and other messages (phone, social media, etc.) as well as sorting and distributing to others.
    6. Support the President’s short and long-term planning.
    7. Co-ordinate and oversee the completion of special projects as needed.
  2. Represent the College
    1. Greet and host members of various constituencies who come to the College to visit the President.
    2. Respond to all inquiries, reports, concerns, complaints, in a timely manner and refer them to the appropriate person; ensure appropriate follow-up.
    3. Take initiative on administrative requests and inquiries.
    4. Answer phone, take accurate messages and screen/direct calls in a professional manner.
    5. Ensure a neat, attractive, and orderly office environment.
  3. Collaborate
    1. Co-ordinate with other staff in completing reports for external stakeholders and agencies.
    2. Collaborate on Advancement Office activities - arranging donor visits/meetings withPresident and Director of Advancement; preparing correspondence, database upkeep, and assistance with planning events.
    3. Liaise with President’s key working groups: Administrative Executive, College Council, Affiliated and Federated Institutions of Waterloo, Board of Governors, Board ofGovernors sub-groups, UW Senate, UW Senate Executive and others.
  4. Assistance with
    1. Assist with the arrangements of President’s Office’ special events such as Commencement, Convocation, the annual Pastor’s Breakfast, retired faculty and staff luncheons, recognition events and special ceremonies.
    2. Provide clerical support for the President’s teaching, research and service commitments.
    3. Assist with all mass letter mailings from the President’s office.
    4. Conduct guided research and prepare reports or applications as required.
    5. Assist with Raiser’s Edge records and report management.
    6. Provide assistance in preparing College’s Annual Report.
  5. Prepare
    1. Prepare agendas in advance of meetings.
    2. Prepare itinerary and trip files for visits and other travel.
    3. Prepare, complete and submit expense reports.
    4. In consultation with employee supervisors, order special gifts for special occasions(births, deaths) and special recognition (employee service recognitions, special commendations).
    5. Record, transcribe, post and archive the minutes of Board and Board Committee meetings. Assist with formatting, circulation and maintaining College Council minutes, Administrative Executive minutes, and other minutes, as needed.
    6. Prepare first drafts of routine correspondence.
    7. Prepare donor letters in support of the Scholarships and Bursaries Committee.
    8. Prepare all individual thank you and special occasion notes
  6. Maintain
    1. Maintain and update files.
    2. Maintain College copy of minutes for Board of Governors and Board committees, College Council, Administrative Executive and In-Camera meetings.
    3. Maintain the College’s Sharepoint site.

B. Board of Governors

  1. Provide assistance to Board of Governors, Executive, Program, and Finance committees as requested.
  2. Prepare and distribute agenda and exhibits, arrange for meeting room set-up, special requests, dinners, dial-in participants, etc.
  3. Serve as recording secretary, draft minutes, and send to Board Secretary for approval prior to distribution.
  4. Prepare Board of Governors Handbook for Board members.
  5. Update and organize all Policies, Guidelines, By-Laws, Position Descriptions, and Orientation Packets.
  6. Index minutes of Board of Governors and Board Committees for archival purposes.

C. Other Duties

  1. Provide occasional reception support in the general office as needed.
  2. Other duties related to the College program, as assigned.

Position Requirements

  1. Support for the identity and mission of Conrad Grebel University College.
  2. Knowledge of Grebel’s history, constituency and organizational culture is preferred.
  3. Familiarity with Grebel policies and procedures is preferred.
  4. Familiarity with University of Waterloo policies and procedures.
  5. Familiarity with the Mennonite church and Mennonite community organizations is preferred.
  6. Training and expertise in clerical services and administrative support.
  7. Discretion and confidentiality.
  8. Initiative and the ability to work without supervision.
  9. Excellent interpersonal and public relations skills, including working effectively and collegially with College students, staff, and faculty, the Board of Governors, donors, UW personnel, and other key stakeholders to the College.
  10. Excellent organizational skills.
  11. Attention to detail and commitment to accuracy.
  12. Excellent skill in written and oral communication.
  13. Ability to work with numbers, including basic calculations.
  14. Ability to assist in planning, executing and evaluating special events.
  15. Computer experience and competency
    1. Familiarity with Sharepoint and Microsoft Office Suite, including creating accessible databases in Access
    2. Familiarity with website content management systems
    3. Familiarity with Blackbaud’s Raiser’s Edge is an asset
    4. Excellent keyboard skills, including the ability to create attractive documents and charts
    5. Capacity and willingness to learn new programs and participate in professional development as appropriate

Working Relationships
The Administrative Assistant to the President is accountable to the President. The Director of Operations and the HR Manager of the College are responsible for matters related to contract, benefits, workspace, and equipment.

Application Deadline: August 9, 2019

Start Date: September 16, 2019

Direct applications to:
Mimi Browne, HR Manager
Conrad Grebel University College
140 Westmount Road N.
Waterloo, ON N2L 3G6