Administrative Assistant

3 days ago

Courtenay, Canada North Island College Full time

Posting Number

**Posting Number**
- SS0583- Position Information

**Division**
- VP, Students & Community Engagement**Department**
- Community & Public Affairs**Supervisor Title**
- Associate Director, Community and Public Affairs (AACPA)**Location**
- Comox Valley(CV)**Posting Type**
- Internal/External Posting**Position Status**
- Regular**If Others, please specify**

**Desired Start Date**
- 01/06/2025**Position End Date (if temporary)**

**Weekly work schedule (please indicate the start and end times for each day of work)**
- Monday to Thursday 0830-1630**%**
- 80**Pay Grade**
- K (interim): $33.46 - $35.54**Position Summary**
- The Administrative Assistant, Community and Public Affairs (AACPA) is part of the division of Students and Community Engagement, and reports to the Associate Director, Community and Public Affairs (CPA)/ North Island College Foundation (NICF) Executive Director. The AACPA will not only provide comprehensive support to both the AD, and the NICF, but will also occasionally assist the Associate Director of Marketing and Future Students with a variety of tasks.
- The position requires strong coordination, time management, and communication skills, along with sound judgment and diplomacy to support various collaborative initiatives, processes, and projects. A thorough understanding of the NIC, NICF and the division’s goals, policies, and procedures is essential, as well as proficiency in databases and the Microsoft Office suite.
- As an inclusive institution, North Island College values teamwork, collaboration, equity, and inclusion. The Administrative Assistant must demonstrate a strong commitment to these principles and have a clear understanding of the College’s Mission and Vision.
- NIC is an inclusive College and accordingly the Administrative Assistant must demonstrate a strong commitment to teamwork, collaboration, equity and inclusion, furthermore, an awareness of aware of the Mission and Vision of North Island College is required.**Position Competencies**
- Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills

**Duties & Responsibilities**

**Community and Public Affairs**
- Provides a range of high-level administrative support within the CPA team and offers administrative assistance to the AD (CPA), including organizing schedules, coordinating meetings, setting agendas and taking relevant meeting minutes.
- Analyzes, researches and implements systems, procedures and efficiencies to ensure the smooth coordination of activities related to Community and Public Affairs.
- Assists with budgetary tracking and expenses related to CPA, as well as travel arrangements and claims, leave forms, timesheets, PD/CD forms, Employee Appointment Requisitions etc.
- Responsible for ensuring the accurate collection, organization and control of documents related to Community and Public Affairs, as well as ensuing the appropriate retention, access and retrieval of documents and reports of a confidential nature.
- Able to work independently and take initiative to manage a high-volume workflow, including using initiative and judgement in taking appropriate action during the absence of the AD (CPA).
- Maintains official records, often of a confidential nature, on behalf of the AD (CPA) in accordance with college policies, Freedom of Information and Protection of Privacy Act (FOIPPA), the BC Societies Act and the Canada Revenue Agency.
- Provides research on issues of importance for committees or working groups, as required. Additionally, may assist in internal and external communication efforts such as helping prepare materials for presentations and public relations as needed.
- Collaborates and co-ordinates with both internal and external stakeholders as required to support planning and a range of community engagement projects, while also supporting the drafting of high-level correspondence to both internal and external stakeholders.
- Utilizes strong organizational skills to provide calendar support for the AD (CPA) as well as meeting scheduling and coordination, preparation and distribution of agendas, minutes and other meeting material, maintenance of any related documents and files on the Shared Drive and/or SharePoint.
- Plans, co-ordinates, and implements a range of events or activities as directed by the AD, CPA.
- Maintains awareness of emerging workplace and educational technologies, complex concepts and participates in relevant professional development and knowledge sharing opportunities.
- Other duties as required and assigned by the AD, CPA.

**North Island College Foundation**
- Provides administrative support to NICF including governance, budget and agenda/minute-taking at NICF Board meetings.
- Assist in coordinating NICF Board activities including regular, in-camera and special meetings.
- Helps support the timely communication and distribution of information to the NICF Board.
- Proactively uses ref

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