Assistant to the Assistant Vice President for Research, Creative Work, and Innovation  

Summary of Work Activities and Responsibilities:

The Assistant to the Assistant Vice President is a vital role providing comprehensive support to the AVP while facilitating effective communication between the office, the various units within the cluster and committees directly involved in the cluster, and as well as various units in the Higher Education cluster, including other offices and the Deans of the nine Schools and their research coordinators. This position is pivotal in coordinating policies and guidelines and various activities related to research, creative work, and innovation across the nine Schools. The assistant will ensure the seamless flow of information and aid in the successful execution of the plans.

The Assistant to the Assistant Vice President directly reports to the Assistant Vice President for Research, Creative Work, and Innovation. The primary responsibility of the Assistant is to review requests and concerns submitted to the office, particularly from the different units under its supervision, and to ensure that required documents and pertinent information are complete for consideration.

Main Duties and Responsibilities:

Administrative Support

• Manages the schedule, appointments, and correspondence
• • Tracks activities of the various committees and sends reminders for meetings and schedules
  • Documents important discussions and policy-related matters during meetings, ensuring key points and decisions are accurately captured.
• Prepares reports, presentations, and documents as required
• Prepares and drafts letters, memos, and reports, ensuring alignment with the office's strategic goals and priorities, for review and approval.
• Oversees the logistical arrangements for key events and meetings, including venues, materials, and other necessary resources.

Communication and Coordination

• Serves as a liaison between the office, units, and committees within the cluster
  • Facilitates/streamlines inter-office communication and processes to promote synergy among the units
  • Ensures that guidelines, policies, and requirements of the different units are aligned and complementary
  • Attends to inquiries and requests addressed from various communication channels and coordinates the flow of information internally and with other offices concerned
  • Oversees the scheduling and preparation of meetings for committees directly involved in the cluster, ensuring the Assistant Vice President is kept informed of relevant agendas and follow-ups on decisions or action items.

• Serves as a liaison between the cluster and other offices
  • Facilitates communication with the offices, and the Office of the Dean of the nine Schools
• • Facilitates communication and collaboration among research coordinators in the nine Schools

Strategy and Policy

• Participates in strategic planning efforts to advance the office's goals
  • Coordinates with the Graduate Education to promote and support research among graduate students
• Contributes to the review, reformulation, and implementation of policies and guidelines at the higher education level

Budget Monitoring

• Assists in tracking budgets, expenses, and financial documentation for initiatives
• Monitors the overall budget of the office
• Prepares and consolidates requirements for the annual budget for review and approval

Knowledge, Skills and Abilities

• Excellent organizational, planning, and time management skills
• Good command of the English language (both oral and written communication)
• Good interpersonal skills
• Strong attention to detail
• Proficient in MS Office and other Google Suite applications

Education and Experience Requirements

• College graduate, but preferably with a graduate degree
• At least 5 years’ experience in an administrative position