Administrative Assistant, Academic Portfolio

5 months ago

Red Deer, Canada Red Deer Polytechnic Full time

Position Information

**Position Title**
- Administrative Assistant, Academic Portfolio**Position Summary**
- Are you looking for a permanent full-time administrative position? Do you thrive in an environment where you can make a large impact in a short time frame?
- Red Deer Polytechnic is hiring a full-time, permanent Administrative Assistant, Academic Portfolio. This position will work on campus within the office of the Vice President, Academic under the direction of the Manager, Academic Executive Operations. This position is the first point of contact in the Vice President Academic Executive Office and performs a wide variety of administrative support services, ranging from routine to complex, all of which contribute to the efficient and professional operation of the Office.**Position Responsibilities**
- The Administrative Assistant is responsible for:
- Coordinating and maintaining the administrative activities of the Vice President Academic Office, and provides support to multiple areas not limited to the Vice President Academic and the Manager, Academic Executive Operations.
- Creating and maintaining effective workflow and communications to accomplish the work of the Office which includes the handling of a variety of projects and tasks simultaneously
- Managing the calendar of the Vice President Academic and assists the Manager, Academic Executive Operations in prioritizing appointments and proactively resolving scheduling conflicts
- Supporting the work of various committees the Executive Office is responsible for including preparation of meeting invitations and agendas, background materials, minute taking, coordination with committee members and chairs, booking rooms and catering as needed, providing technical support
- Preparing, reviewing, and ensuring timely submission of expense reports, purchasing card reconciliation, and other financial documents for the Executive Office (in compliance with policies and guidelines)
- Provides Administrative support to the Dean of Indigenous Initiatives and Director of Government Relations and Institutional Engagement with regards to scheduling, filing and record keeping, ordering supplies, assisting with meeting and event planning, and other clerical duties as assigned
- Provides support in the hiring process for the Office and areas in the Academic portfolio by submitting contracts for new employees and assisting in the hiring posting/interview process.

The incumbent will have a genuine appreciation for and understanding of protocol, discretion, and professionalism, is able to accept and assume responsibility, and has the ability to interpret and make decisions in accordance with prescribed procedures and practices of the organization. The incumbent should excel in a digital environment and have an eye for details.**Required Qualifications**
- Two (2) years of post-secondary training, completion of a community college certificate in Business Administration, Office Administration, or Legal Assistant
- Minimum three years of experience
- Previous relevant experience working with an executive office team (senior administrators) ensuring confidentiality, integrity, diplomacy, professionalism, and tact at all times
- Ability to prioritize and complete a high volume of tasks and activities within the timelines or deadlines, using well-developed organizational/planning skills
- Attention to detail, initiative/self-starting, flexibility/adaptability, and accountability required
- Experience preparing meeting agendas, minutes, letters, and memos accurately and error free
- Experience with a complex records management system
- High level of expertise in all areas of modern office practice and procedures

**Preferred Qualifications**
- A combination of education and work experience may be considered, however, knowledge of or experience with post-secondary governance and administrative practices and procedures is preferred
- Previous experience in providing service to the public in an executive office setting
- Experience working with an executive team at a post-secondary institution preferred

**Salary or Hourly?**
- Salary**Salary**
- 49,428 - $57,823 annually**Benefits and Compensation Information**
- Red Deer Polytechnic offers a comprehensive benefits package including extended health and dental care through Blue Cross, access to a health spending account, pension plan, Employee & Family Assistance Program, generous vacation allotments, credit tuition waivers and opportunities for professional development funding. Additional time off due to Institution closures between Christmas and New Year general holidays.- Eligibility to access the above mentioned benefits is dependent upon the AUPE Collective Agreement and related RDP policies.

**About Red Deer Polytechnic**
- Focused on advancing the economic and social priorities of Alberta, **Red Deer Polytechnic**(RDP) provides more than 80 industry-relevant programs within a breadth of credentials to approximately 6,

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