Assistant to The Manager, Bcbtac

2 weeks ago

Penticton, Canada Okanagan College Full time

Position Information

**Position Number**
- S01003**Position Title**
- Assistant to the Manager, BCBTAC**Division/Portfolio**
- Community Engagement & Careers**Department/Program**
- Research Contracts (BCBTAC)**Location**
- Penticton**Other Flexible Work Options**

**Your Opportunity**Functions and Duties**
- 1. Provides administrative support to the Manager and BCBTAC offices; drafts documents, reports, etc; develops and maintains filing and record-keeping system, developing office routines, procedures, manuals, etc.
- 2. Manages the Manager’s schedules and calendars; identifies and resolves scheduling conflicts; arranges and coordinates meetings, webinars and workshops, makes travel arrangements for the Manager
- 3. Prepares agenda, arranges meetings, records and distributes minutes and related materials for meetings
- 4. Assists in the budget process; monitors adherence to submission timelines and requirements including compliance to required formats and guidelines; assists the Manager with the preparation of the annual planning and budget process
- 5. Prepares financial documents for approval including coding and ensuring accuracy of invoices for, credit card statements, expense claims; submits purchase orders and web requisitions; prepares service contracts; tracks budget and expenditures
- 6. Prepares and ensures accuracy of staffing forms and other human resources documents and tracking document approval status
- 7. Assists in the initial setup and subsequent maintenance of the BCBTAC offices; submits requisitions/work requests; signage; maintains inventory of office materials, promotional materials and supplies; ensures office equipment is in good working order and arranges for repair / replacement.
- 8. Assists in liaising between the BCBTAC, Okanagan College departments, regional campuses, students and the public with respect to the administration of services and applied research
- 9. Responds to inquiries and provides information or follow-up in a timely and professional manner
- 10. Onboards and provides orientation for students and other positions as needed**Education and Experience**
- Two years post-secondary education in Office Administration required.
- A minimum of three years related experience required, providing support in an executive assistant capacity.
- Previous knowledge of Banner or web design/maintenance would be an asset.**Skills and Abilities**
- Excellent computer skills with proficiency using Microsoft Office; knowledge of and complex databases, as well as the ability to generate and analyze reports
- Must be flexible and able to manage high work volume and conflicting priorities in order to meet deadlines
- Excellent organizational, administrative and problem-solving skills with superior attention to detail and accuracy
- Excellent written and verbal communication skills
- Excellent research skills with ability to synthesize data/information and develop/deliver findings and recommendations
- Proven project management skills and excellent organizational, as well as, budgeting and financial management skills
- Creative problem solver

**Preferred Qualifications**

**Desired Start Date**
- 05/13/2024**Position End Date (if temporary)**
- 01/10/2025**Schedule**
- Monday - Friday 8:30-4:30**Annual Salary/Hourly Rate**
- $29.84 - $34.05**Appointment Type**
- Support - Non-Regular Full-time**Special Instructions to Applicants**Employee Group**
- Support

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