Administration Technician

4 weeks ago

Sherbrooke, Canada Champlain Regional College Full time

Champlain College
- Lennoxville is seeking the services of an ADMINISTRATION TECHNICIAN, NON-UNIONIZED, to work on a temporary full-time basis until January 31, 2025, for the Office of the Director of Constituent College.

FUNCTIONS
Reporting to the Director of Constituent College, the incumbent will assume the role of executive assistant, responsible for the smooth daily functioning of the Director’s Office, providing comprehensive support to the Director, and supporting the Champlain College Lennoxville Foundation by performing a variety of tasks of an administrative nature in areas related to support of management, event planning and alumni development.

SPECIFIC DUTIES
1. Responsible for the organization of the Office of the Director of Constituent College (DCC) including agenda management (eg. prioritizing requests, procuring documentation, and confirming logístical details), support for meeting preparation, filing and correspondence, and serving as the administrative point of contact for internal and external constituencies on behalf of the DCC;
2. Work closely with the DCC to ensure preparation for forthcoming commitments and subsequent follow-ups;
3. Provide administrative and logístical support for meetings of governance bodies, acting notably as a liaison for members of the Governing Board and Commission of Studies;
4. Provide administrative and logístical support for assigned College committees and the Foundation, College events and projects such as recognition events, staff activities, press conferences, and trainings. This includes aspects of planning, logistics, communications, minute-taking and follow-up, and may include providing support to other services or departments of the College;
5. Prepare correspondence and communication documents for the Director and the College Foundation including memos, letters, presentations and information packages, and compiling reports for internal and external audiences;
6. Collect, analyse and format data or information related to specific projects, budgets, expense reports, and alumni and donor databases for both the Director’s Office and the Foundation;
7. Organize and maintain the office filing system, and contribute to the implementation of the College’s Conservation of Documents Calendar;
8. Coordinate hospitality, travel and accommodation arrangements and enter expense reports in the College’s financial system;
6. Perform other related duties, as required.

**Requirements**:
Education
Must have a diploma of college studies, preferably in relevant field such as Office Systems Technology, or an attestation of studies, which is recognized as equivalent by the competent authority.

Other
Must have excellent interpersonal and organizational skills with a proven track record of discretion, tactfulness and respect of confidentiality. Excellent written and spoken English and French-language skills are essential, as are a demonstrated ability to coordinate events and meeting logistics.

The incumbent must have an ability to multi-task, anticipate needs, problem-solve and adapt to quickly evolving situations while having impeccable attention to detail and able to meet strict deadlines.

Proficiency with Windows environment and the MS Office suite (especially Word and Excel).

**Duration of contract**: January 31, 2025

**Salary Scale**: 24.21$ - 32.32$

**Anticipated Start Date**: 2024-03-04

**Start of Posting Period**: 2024-02-14

**End of Posting Period**: 2024-02-28 23:59

**Comments**:
We thank all applicants for their interest, however only those selected for an interview will be contacted.

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