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Casual Administrative Assistant to Educational Administrator- School of Health Sciences- To Garner Applications
2 months ago
Join our team at the School of Health Sciences as a Casual Administrative Assistant to Educational Administrator. This is an exciting opportunity to work in a dynamic and fast-paced environment, providing senior administrative support to educational administrators.
Job SummaryThis position requires a highly organized and detail-oriented individual to provide confidential administrative services, including travel arrangements, scheduling, and managing daily schedules. The successful candidate will work collaboratively with program portfolios in the assigned academic division to meet the various and emerging needs of the division.
Key Responsibilities- Provide general office support to educational administrators, including travel arrangements, scheduling, and managing daily schedules.
- Assist in the recruitment of divisional employees, including scheduling and coordinating 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 the casual pool, when necessary.
- Coordinate requests for guided tours of the 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.
- 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 the 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.
- Recognized two (2) year diploma in Business Administration.
- 4 years or more 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 of 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, analyze, 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.
We offer a competitive salary and a dynamic work environment. As a Casual Administrative Assistant to Educational Administrator, you will have the opportunity to work with a talented team and contribute to the success of the School of Health Sciences.
