CASUAL Administrative Assistant to Educational Administrator (To Garner Applications)

Job summary

Provide confidential senior administrative support to educational administrators, including scheduling, recruitment coordination, meeting and evaluation administration, correspondence, records management, and budget-related tasks. Coordinate program operations such as onboarding, faculty workload and timekeeping processes, accreditation documentation, student inquiries, and communication with internal and external partners.

Job details

Job Summary This position will work in collaboration with program portfolios in the assigned academic division. Under the direction of the educational administrators, this position will provide confidential senior administrative services to meet the various and emerging needs of the division. Specific Duties Provide general office support for educational administrators, including but not limited to travel arrangements, scheduling and organizing various meetings, and managing daily schedules. Assist in the recruitment of divisional employees, including scheduling and co-ordinating interviews. Prioritize assignments and opportunities effectively, in a complex and fast-paced environment. Distribute agenda and record, transcribe and distribute minutes of program and/or divisional meetings. Coordinate, schedule and administer the course evaluation process while maintaining confidentiality. Assist other staff in organizing all aspects of an accreditation process. Assist programs with short-term replacement of faculty and operational staff from casual pool, when necessary. Coordinate requests for guided tours of division or related areas in consultation with program coordinators. Maintain an inventory of office supplies and other business/program related items. Distribute, collect, and keep record of book orders, determine number to order and provide contacts with publishers. Responsible for reconciling receipts on the Purchasing Cards. Assist in budget preparation, maintenance, and review, including reconciliation and capital requests. Triage all situations concerning students whether they need to be referred to the divisional Educational Administrators or another department or faculty. Acknowledge that students and staff can be at all levels of emotional range when they enter the Dean’s area. Provide receptionist service and act as the primary liaison for own division as well as others, when needed. Receive, respond, and process various types of communication. Transcribe, draft, prepare, and type correspondence and reports. Coordinate and complete program advisory committee tasks with direction from educational administrators. Develop effective project and communication strategies and tools for the division. Establish and maintain the organization of division office files. Initiate, circulate, and store clearance forms for all sessional and part time faculty and staff. Collect, collate and update course data and publish where required. Verify and submit time sheets for all employees as required. Track and follow up on various program requirements for faculty, staff, and students. Assist in preparation of faculty workloads and workload reports; and prepare workload waivers and overload agreements, as required. Maintain records of employee vacation, illness and professional development requests. Initiate and process claim forms for specially funded contracts as required by Division. Distribute and collect monthly safety inspection information. Collate, distribute and store timetabling information. Collate, track, and store documentation required for program reviews, Education Council approvals and external accreditation processes. Initiate and prepare new hire documents, and outside instructional service contracts (e.g. workshops, guest lectures). Facilitate onboarding and support orientation of new employees. Coordinate, schedule and administer the faculty evaluation process while maintaining confidentiality. Maintain an awareness of pertinent Collective Agreements and their provisions. Maintain up-to-date knowledge of College software systems. Maintain up-to-date knowledge of CNC policies and procedures. Support and contribute to a positive learning environment. You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners and communities. You will promote a positive work atmosphere, communicating in a professional manner that demonstrates mutual respect with students and colleagues. Other duties as assigned by Educational Administrator or designate. Skills & Qualifications Recognized two (2) year diploma in Business Administration Minimum of four years’ experience at a similar administrative level, or an equivalent combination of education and experience with increasing level of responsibility and complexity (preference given to experience supporting administrators in an educational environment). Demonstrated understanding of the post-secondary education system Demonstrated commitment to service excellence Good knowledge of relevant office procedures and practices with attention to details as required for the planning, implementation and evaluation to various reports and projects Proficient in appropriate technological resources including the following computer areas: Word processing, power-point, and publishing Spreadsheet construction and application E-mail, Internet and Web based research An ability to learn software used for web data design, survey building and interface with student services software Minimum keyboarding speed of 60 wpm, with high degree of accuracy Excellent interpersonal skills with a high degree of sensitivity to student needs Demonstrates initiative and judgement at senior administrative level Proven ability to gather, analyse, integrate and summarize complex and varied material, and to provide accurate, complete and current information and advice on short notice Demonstrated critical thinking, problem-solving, and analysis/feedback skills Demonstrated excellent oral and written communication skills, including ability to produce short project information and data summaries Demonstrates conflict resolution skills Ability to represent the College effectively with external community partners, including in complex communication and coordination functions; ability to work with discretion, diplomacy and judgement in public, on behalf of the College Ability to work independently and prioritize effectively to meet demanding work schedules and deadlines, usually beyond the control of the position Proven ability to develop and maintain positive working relationships internally and externally Ability to maintain confidentiality and meeting privacy legislation requirements Ability to work positively in a busy, demanding environment

What you’ll do

Provide confidential senior administrative support to educational administrators, including scheduling, recruitment coordination, meeting and evaluation administration, correspondence, records management, and budget-related tasks. Coordinate program operations such as onboarding, faculty workload and timekeeping processes, accreditation documentation, student inquiries, and communication with internal and external partners.

Requirements

Requires a recognized two-year diploma in Business Administration and at least four years of similar administrative experience, or an equivalent combination of education and experience; experience supporting administrators in an educational setting is preferred. Candidates should understand post-secondary education, demonstrate strong communication, organization, discretion, problem-solving, and interpersonal skills, and be proficient with office technology, including a minimum typing speed of 60 words per minute.

Listed skills

• Customer service · Preferred
• interpersonal skills · Preferred
• Conflict Resolution · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Senior Administrative Support
• Scheduling and Coordination
• Recruitment Coordination
• Meeting Administration and Minute-Taking
• Budget Preparation and Reconciliation
• Records and File Management
• Confidentiality
• Written and Oral Communication
• Interpersonal Skills
• Conflict Resolution
• Critical Thinking and Problem-Solving
• Prioritization and Time Management
• Microsoft Word and PowerPoint
• Spreadsheet Construction
• Data Collection and Reporting
• Customer Service

Job areas

• Administrative
• Education
• Customer Service & Support
• Finance & Accounting
• Human Resources

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