Administrative Coordinator, School of Business

3 weeks ago

Kelowna, Canada Okanagan College Full time
Description

OKANAGAN COLLEGE

Okanagan College transforms lives and communities. We are one ofCanada's leading colleges. We create outstanding educational experiences for our learners, both students and employees. We work and learn in a welcoming and caring culture. We are a catalyst for change through collaboration with our learners and partners. We serve, lead and anticipate the social, economic and environmental needs of communities.

Position Title:

Administrative Coordinator, School of Business

Competition Number:

C002732

Division/Portfolio:

School of Business

Department/Program:

Portfolio Dean's Office (P2)

Campus/Centre:

Kelowna

Your Opportunity:

Under the direction of the Dean, School of Business, the Administrative Coordinator plays a crucial role in coordinating the administrative and operational functions within the portfolio. This position supports the Dean, Associate Deans, Department Chairs, and instructional staff, ensuring seamless communication and operational efficiency. Key responsibilities include administrative support, supervising Program Assistants, financial management, event, and program coordination, and fostering team development.

Education and Experience:
  • Graduation from a two-year community college program in Business Administration or equivalent.
  • Minimum of four years related experience in an administrative role, preferably within a post-secondary or educational environment.
Functions and Duties:

1. Administrative & Dean Support:
• Provides comprehensive administrative support to the Dean, Associate Deans, and Portfolio.
• Manages calendars, schedules meetings, and arranges travel for the Dean and Associate Deans.
• Serves as the initial point of contact for the Dean's office, handling student inquiries and assisting with resolving confidential student issues (i.e. academic integrity, probation).
• Drafts confidential correspondence, documents, and reports for signatures.
• Maintains a confidential filing system, including personnel and labor relations materials.
• Assists in updating Portfolio planning documents.
• Acts as a liaison between instructional staff, Department Chairs, and the Dean's office.
• Advises the Dean on space allocation and configuration, furnishing, equipment, technology and ensures they are in good repair.
• Ensures Portfolio orientation, standard operating procedure, and policy manuals are current.

2.Supervision:
• Supervises the Program Assistants, including assignment of duties, health and safety, orientation, training and staff development, recognition and reward, performance management and evaluation, scheduling, prioritization of work requirements and in consultation with the Dean, completes recruitment and selection, as well as disciplinary action, as required.
• Leads, guides and motivates staff in maintaining high performance standards and customer satisfaction levels
• Collaborate with the Dean to strategize and streamline administrative processes.
• Update and refine Portfolio procedure manuals.

3. Financial & Operational Coordination:
• Oversee office financial tasks, including budgeting, procurement, and financial reporting.
• Liaise with IT, facilities, and ancillary services to ensure efficient service delivery.
• Monitor, analyze, and report on spending trends, providing budgetary recommendations.

4. Event & Program Management:
• Plan and oversee the execution of workshops, meetings, and conferences.
• Coordinate with the Education Council for accurate calendar submissions and updates.

5. Team Development & Support:
• Assists with the recruitment and selection process for Portfolio positions.
• Assists with employee evaluations, planning and coordination.
• Assess, train, and onboard new staff, tailoring training programs to fit identified needs.
• Ensure accuracy and policy compliance in timesheets, expense claims, and absentee reports.
• Assistant Program Advisory Committees and other committees as required.

6. Performs other duties as assigned.

Skills and Abilities:

• Proven project management skills and excellent organizational, budgeting and financial management skills.
• Team player with an aptitude for working in a collegial and collaborative environment.
• Ability to deal tactfully and diplomatically with internal and external contacts.
• Must be flexible and able to manage high work volume and conflicting priorities in order to meet deadlines.
• Strong written and verbal communication skills.
• Strong analytical skills and creative problem solver.
• Ability to plan and think strategically.
• Excellent computer skills with proficiency using Microsoft Office, and complex databases (Banner, Argos, FAST, POST), as well as the ability to generate and analyze reports.

Preferred Qualifications:

Results Focused
  • Demonstrates commitment to, and understanding of, student and client needs in decision making, actions, and program design.
  • Demonstrates the ability to analyze information, identify challenges, problem-solve, and find solutions.
  • Shows accountability for effective and efficient delivery of day-to-day performances that supports the needs of the students, employees, clients, the community, and the College.
  • Continually pursues performance excellence and seeks to acquire the knowledge and skills to perform effectively.

Leadership & Connection
  • Manages own reaction and behaviors, and demonstrates empathy, appreciation, and good judgement in interpersonal relationships.
  • Identifies and actions opportunities to resolve issues, collaborate, and build connections and effective working relationships.
  • Demonstratives and supports two-way communication, active listening, openness, cooperation, flexibility, and the freely sharing of ideas and information with others.
  • Ensures written communication is concise, transparent, and consistent with the College's vision, mission, and values.

Innovative & Change Adept
  • Generates, creates, researches, and practices new ways to achieve results and finds new opportunities for growth and improvement.
  • Overcomes obstacle and perseveres through challenges to attain the desired outcome to support the College's strategic goals, policies, and procedures.
  • Remains open-minded and positive in the face of challenges.
  • Embraces and actions change to support the achievement of the College's goals.

Indigenous Cultural Awareness
  • Understands the importance and purpose of reconciliation.
  • Learns about the correct protocol when approaching Indigenous communities.
  • Seeks to understand Indigenous perspectives, being self-aware of personal biases, and participates in opportunities to understand Indigenous culture, decolonization, and the historical context.

Integrity & Respect
  • Acts with respect, dignity, and honesty.
  • Approaches difficult situations with composure, openness, and curiosity, acting in a manner with will withstand scrutiny.
  • Understands equity. diversity. inclusion, and social justice principles and practices, looks to promote equity and accessibility, and actively works to reduce the influence of biases in decision-making.
Appointment Type:

Exempt - Term Full-time

Appointment Start Date:

04/02/2024

Appointment End Date:

10/14/2025

Schedule:

Monday-Friday
Typical Hours: 8am-4pm
Some evenings and weekends may be required.

Annual Salary/Hourly Rate:

Range $59,531 to $83,343. Typical Hiring Range $71,437 to $79,374.

Special Instructions to Applicants:

For further information about this position, please contact Dean Joe Baker at JBaker@okanagan.bc.ca.

Posting Opening Date:

03/11/2024

PostingClosing Date:

03/24/2024 #J-18808-Ljbffr

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