Administrative Assistant to The Dean of Faculty of
2 months ago
Posting Number
**Posting Number**
- SS0581- Position Information
**Division**
- Health & Human Services**Department**
- Health and Human Services**Supervisor Title**
- Dean, Faculty of Health & Human Services**Location**
- Comox Valley(CV)**Posting Type**
- Internal/External Posting**Position Status**
- Temporary**If Others, please specify**
**Desired Start Date**
- 01/06/2025**Position End Date (if temporary)**
- 01/23/2026**Weekly work schedule (please indicate the start and end times for each day of work)**
- Monday to Friday / 8:30 AM - 4:30 PM**%**
- 100%**Pay Grade**
- L: (Under Review) $34.47 - $36.63**Position Summary**
- The Administrative Assistant provides a wide range of administrative services to support the Faculty of Health and Human Services (HHS) Dean, Associate Deans (AD), and within the Office of Dean. The Administrative Assistant works independently and exercises initiative, judgement, strong communication, and time management skills to carry out the duties of this position with little or no direction. They must be fully aware of the Dean/AD schedules and priorities, including travel and meeting commitments, be prepared to make rapid changes to arrangements, and alert the Dean/AD to potential scheduling conflicts and priorities.**Position Competencies**
- Job Knowledge; Judgment; Teamwork; Planning & Organization; Customer Service Excellence; Communication & Interpersonal Skills**Duties & Responsibilities**
**1.** **Dean’s Office operations and administrative functions**:
- Provide analytical and administrative support to the Dean and Associate Deans (AD) on a variety of campus-wide and faculty issues, projects, and programs.
- Prepare and provide for the Dean/AD pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
- Managing all documents, including confidential materials, and information in accordance with college policies and Freedom of Information and Protection of Privacy Act (FOIPPA).
- Using initiative and judgment, take appropriate action during the absence of the Dean/AD to ensure matters requiring immediate attention are dealt with and/or referred to the appropriate authority in an efficient manner.
- Monitor correspondence destined for or sent from the Dean’s office, reviewing and in consultation with the Dean/AD, preparing responses or draft responses within specific timeframes (e.g. meeting actions, funding requests, faculty PD requests, plans, and reporting).
- Utilizes exceptional organizational skills to support the work of the Dean’s Office committee, as directed. Responsible for efficient and comprehensive administrative support to these areas, including, but not limited to: meeting scheduling and coordination; preparation and distribution of agendas; transcribing minutes and other meeting materials; maintenance, tracking, and updates any related documents and files on information management system (e.g., SharePoint).
- Keep track of assignments made to others for actions to be taken on the Dean/AD behalf and ensure that deadlines for responses are met.
- Collaborates with the other members of the Dean’s Office Support Team to provide a range of administrative services and support including back-up coverage during periods of high-volume workflow, assistance with various projects as directed, and coverage for vacations.
- Organizing, planning, and revisions of travel arrangements for the Dean/AD.
- Maintains awareness of emerging workplace and educational technologies and participates in relevant professional development and knowledge sharing opportunities.
- Assisting Department Chairs, faculty, students and external clients with inquiries, College processes, policies, and forms.
- Utilize discretion and judgement to screen visitors and telephone calls and notify appropriate personnel.
**2.** **Confidential hiring procedures and process**:
- Collaborates with the Dean/AD in updating Faculty of HHS job descriptions as required.
- Prepare and revise postings for People Admin.
- In collaboration with the Department Chairs, Dean, and AD prepares, edits, and finalizes internal/external faculty and staff postings.
- Maintains and tracks the HHS Dean’s Office hiring database of all new, open, and filled postings.
- Maintains and tracks database of internal sessional faculty course qualifications and seniority.
- Identifies and informs Dean, AD, and HR of any updates and/or closures required for active postings.
- Prepare, coordinate, process and distribute documentation such as employee appointment requisitions.
- Process onboarding and provide a welcome to new employees including: introductions to HHS department chairs, support staff, and college support; IT network access and tech; assignment of offices, keys, move requests; and necessary set up and purchases.
**3.** **Dean’s Office activities and event management**:
- Plan and coordinate Faculty of HHS events, workshops and conferences.
-
-
Learning Centre Support Assistant, Practical
4 months ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - SS0563- Position Information **Division** - Health & Human Services**Department** - Practical Nursing**Supervisor Title** - Dean, Faculty of Health & Human Services**Location** - Comox Valley(CV)**Posting Type** - Internal Only Posting**Position Status** - Sessional**If Others, please specify** **Desired Start Date** -...
-
Program Coordinator, Health Care Assistant
2 months ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1225- Position Information **Division** - Health & Human Services**Department** - Health Care Assistant**Supervisor Title** - Dean, Faculty of Health & Human Services**Location** - Comox Valley/Campbell River/ Port Alberni (CV/CR/PA)**Posting Type** - Internal Only Posting**Position Status** - Sessional**If Others,...
-
Learning Centre Support Assistant, Bachelor of
4 months ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - SS0558- Position Information **Division** - Health & Human Services**Department** - Bachelor of Science Nursing**Supervisor Title** - Dean, Faculty of Health & Human Services**Location** - Comox Valley(CV)**Posting Type** - Internal/External Posting**Position Status** - Regular**If Others, please specify** **Desired...
-
Early Childhood Care
4 months ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1177- Position Information **Division** - Health & Human Services**Department** - Early Childhood Care and Education**Supervisor Title** - Dean, Faculty of Health & Human Services**Location** - Comox Valley/Campbell River/ Port Alberni (CV/CR/PA)**Posting Type** - Internal Only Posting**Position Status** - Sessional**If...
-
Work Study Assistant, Department of Accessible
5 months ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - SS0552- Position Information **Division** - Health & Human Services**Department** - Department of Accessible Learning**Supervisor Title** - Dean, Faculty of Health & Human Services**Location** - Comox Valley(CV)**Posting Type** - Internal/External Posting**Position Status** - Sessional**If Others, please...
-
Instructor, Business Administration
4 days ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1212- Position Information **Division** - Faculty of Arts, Science & Management**Department** - Business Administration**Supervisor Title** - Dean, Arts, Science & Management**Location** - Comox Valley(CV)**Posting Type** - Internal/External Posting**Position Status** - Sessional**If Others, please specify** **New...
-
Sessional Instructor, Health Care Assistant
4 months ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1182- Position Information **Division** - Health & Human Services**Department** - Health Care Assistant**Supervisor Title** - Dean, Faculty of Health & Human Services**Location** - Comox Valley(CV)**Posting Type** - Internal/External Posting**Position Status** - Sessional**If Others, please specify** **New Position or...
-
Sessional Instructor, Health Care Assistant
2 months ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1221- Position Information **Division** - Health & Human Services**Department** - Health Care Assistant**Supervisor Title** - Dean, Faculty of Health & Human Services**Location** - Comox Valley(CV)**Posting Type** - Internal/External Posting**Position Status** - Sessional**If Others, please specify** **New Position or...
-
Sessional Instructor, Health Care Assistant
1 week ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1242 - Position Information **Division** - Health & Human Services **Department** - Health Care Assistant **Supervisor Title** - Dean, Faculty of Health & Human Services **Location** - Comox Valley(CV) **Posting Type** - Internal/External Posting **Position Status** - Sessional **If Others, please specify** **New...
-
Sessional Instructor, Health Care Assistant
5 months ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1163- Position Information **Division** - Health & Human Services**Department** - Health Care Assistant**Supervisor Title** - Dean, Faculty of Health & Human Services**Location** - Comox Valley/Campbell River/ Port Alberni (CV/CR/PA)**Posting Type** - Internal/External Posting**Position Status** - Sessional**If Others,...
-
Instructor, Business Administration
7 days ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1189- Position Information **Division** - Faculty of Arts, Science & Management**Department** - Business Administration**Supervisor Title** - Dean, Arts, Science & Management**Location** - Comox Valley(CV)**Posting Type** - Internal/External Posting**Position Status** - Sessional**If Others, please specify** **New...
-
Sessional Instructor, Health Care Assistant
3 months ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1182- Position Information **Division** - Health & Human Services**Department** - Health Care Assistant**Supervisor Title** - Dean, Faculty of Health & Human Services**Location** - Comox Valley(CV)**Posting Type** - Internal/External Posting**Position Status** - Sessional**If Others, please specify** **New Position or...
-
Sessional Instructor, Health Care Assistant
1 week ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1243 - Position Information **Division** - Health & Human Services **Department** - Health Care Assistant **Supervisor Title** - Dean, Faculty of Health & Human Services **Location** - Comox Valley(CV) **Posting Type** - Internal/External Posting **Position Status** - Sessional **If Others, please specify** **New...
-
Program and Curriculum Development Mentor, Human
2 months ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1224- Position Information **Division** - Health & Human Services**Department** - Human Services**Supervisor Title** - Dean, Faculty of Health & Human Services**Location** - Comox Valley/Port Alberni (CV/PA)**Posting Type** - Internal Only Posting**Position Status** - Sessional**If Others, please specify** **New...
-
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1229 - Position Information **Division** - Health & Human Services **Department** - Bachelor of Science Nursing **Supervisor Title** - Dean, Faculty of Health & Human Services **Location** - Comox Valley(CV) **Posting Type** - Internal/External Posting **Position Status** - Sessional **If Others, please...
-
Sessional Instructor, Bachelor of Science in Nursing
5 months ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1162- Position Information **Division** - Health & Human Services**Department** - Bachelor of Science Nursing**Supervisor Title** - Dean, Faculty of Health & Human Services**Location** - Comox Valley(CV)**Posting Type** - Internal/External Posting**Position Status** - Sessional**If Others, please specify** **New...
-
Sessional Instructor, Bachelor of Science in
4 months ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1168- Position Information **Division** - Health & Human Services**Department** - Bachelor of Science Nursing**Supervisor Title** - Dean, Faculty of Health & Human Services**Location** - Comox Valley(CV)**Posting Type** - Internal/External Posting**Position Status** - Sessional**If Others, please specify** **New...
-
Sessional Instructor, Bachelor of Science in Nursing
4 months ago
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1169- Position Information **Division** - Health & Human Services**Department** - Bachelor of Science Nursing**Supervisor Title** - Dean, Faculty of Health & Human Services**Location** - Comox Valley(CV)**Posting Type** - Internal/External Posting**Position Status** - Sessional**If Others, please specify** **New...
-
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1240 - Position Information **Division** - Health & Human Services **Department** - Bachelor of Science Nursing **Supervisor Title** - Dean, Faculty of Health & Human Services **Location** - Comox Valley(CV) **Posting Type** - Internal/External Posting **Position Status** - Sessional **If Others, please...
-
Courtenay, Canada North Island College Full timePosting Number **Posting Number** - F1227 - Position Information **Division** - Health & Human Services **Department** - Bachelor of Science Nursing **Supervisor Title** - Dean, Faculty of Health & Human Services **Location** - Comox Valley(CV) **Posting Type** - Internal/External Posting **Position Status** - Sessional **If Others, please...
