Administrative, Events

2 weeks ago

Port Alberni, Canada North Island College Full time

Posting Number

**Posting Number**
- SS0349- Position Information**Division**
- Access & Regions**Department**
- Port Alberni Campus Operations**Supervisor Title**
- Associate Director, Indigenous, Regional Partnerships and PA Campus Administrator**Location**
- Port Alberni(PA)**Posting Type**
- Internal/External Posting**Position Status**
- Regular**If Others, please specify**

**Desired Start Date**
- 04/17/2023**Position End Date (if temporary)**

**Weekly work schedule (please indicate the start and end times for each day of work)**
- Monday to Friday from 7:45 am to 3:45 PM**%**
- 100**Pay Grade**
- I: $27.47 - $29.16**Position Summary**
- Reporting to the Associate Director, Indigenous, Regional Partnerships and Port Alberni Campus Administrator (ADIRP) the Administrative, Events & Operational Liaison also works closely with and in collaboration with the Manager of Operations. Duties and responsibilities include providing administrative support to the ADIRP, event planning and campus operations relevant to the Port Alberni facility within the established campus and college wide policies and procedures.
The Administrative, Events & Operational Liaison is aware of the Mission and Values of North Island College, incorporating and practicing the values in everything they do.**Position Competencies**
- Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills

**Duties & Responsibilities**
- 1. Provides administrative support to the ADIRP including all aspects of campus operations ensuring that college wide policies and procedures are followed on a campus level. Acts as an initial contact person for the ADIRP Office for questions and concerns from staff, faculty, students, and the community regarding campus operations and provides follow-up if required. In the absence of the ADIRP, acts as a campus contact using initiative and judgment, ensuring matters requiring immediate attention will be dealt with in a timely manner.
2. Coordinates the daily activities of campus operational services ensuring operational efficiency and effectiveness including responsibility for petty cash, purchasing, receiving, inventory of audio visual equipment, invoicing, regular mail, inter campus mail, room bookings and ITV exams/tests as requested by faculty.
3. Regular independent responsibilities include incident reporting; parking issues; maintain emergency contacts, building security codes, building keys, issuing and tracking; organization of office moves and furniture; package delivery; internal room bookings; external classroom rentals; IT and A/V equipment support for room bookings; schedule additional cleaning; preventative maintenance contractor coordination; office signage; Tebo Vocational delivery/pickup post office mail and inter-campus mail; organize and request shredding services; schedule extra security when required; review and distribute maintenance helpdesk tickets.
4. Provides day-to-day guidance for employees at the Port Alberni Campus in the absence of managers who may work at another campus, such as advising of campus closures, providing information pertinent to campus operations and other local issues. Prepares and maintains various personnel reports, Codes time sheets, ensures payroll information forms are completed and Employee Appointment Requisitions are completed. May provide administrative support to campus selection panels of vacant support staff positions. Conducts campus orientation for new support staff and faculty members. Administers the student questionnaire of the faculty evaluation process, as required.
5. Coordinates information and provides support in the preparation of the campus operational budget, capital systems budget, non-systems capital budgets and minor renovation projects and ensures that all college-wide financial guidelines and policies are adhered to.
6. Assists the ADIRP with college related activities such as campus strategic planning activities, event planning, campus and advisory committees, special visitations and conferences, College Board meetings, and College Foundation functions. Organizes and coordinates meetings, creates agendas and takes minutes, when appropriate.
7. Provides organizational support to the ADIRP with various campus building operations and liaises with external staffing personnel such as security, janitorial and building maintenance, fire safety, etc. to ensure work assignments are carried out as required. Coordinates and ensures support staff and faculty are provided with telephone and security codes and procedures, computer access, and an appropriate workstation. Participates and provides support to the Occupational Health & Safety committee and is the second line of response for campus emergencies. Ensures accidents and incidents on campus are reported and processed in a timely manner.
8. Facilitates and coordinates information and requests from college divisions and de

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