Administrative Officer, Extended Education

7 months ago

Red Deer, Canada Red Deer Polytechnic Full time

Position Information

**Position Title**
- Administrative Officer, Extended Education**Position Summary**
- Are you passionate about adult education and have experience working in an executive office? We welcome you to join the Division of Extended Education team as the full-time, permanent Administrative Officer This role is eligible for on-campus and/or hybrid work environment.
- The Administrative Officer is responsible for the day-to-day management and coordination of activities of the Division of Extended Education. This position acts as the administrative support to the Dean, Associate Deans, and Operations Manager (Leadership Team) for the Division of Extended Education and is accountable for coordinating the activities of the office.- The Administrative Officer 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 division. The incumbent must have the ability to interpret and make decisions in accordance with procedures and practices of the organization and must be flexible and demonstrate the ability to maintain confidentiality, diplomacy, and tact at all times.**Position Responsibilities**

**Leadership Support**
- Provides support to the Dean, Associate Dean, and Operations Manager while maintaining confidentiality, accuracy, tact, and respect at all times
- Manages the extensive and constantly changing schedule for the Dean of Extended Education by identifying priorities and organizing workflow activities in order to ensure that competing demands on the Deans time are appropriately managed
- Provides assistance to divisional projects or committees that are chaired by the Dean; providing meeting logistic support such as preparing and distributing meeting documentation
- In collaboration with leadership, organize and promote various team building and culture building activities to create the desired workplace culture of a welcoming and psychologically safe work environment

**Division Administration**
- Provides support to weekly divisional meetings by providing all aspects of meeting logistic support
- Prepares, gathers and submits information and data required for institution accountability reports
- Assists in the inventory, sign-out, and allocation of school hardware, technology and equipment
- Maintains a comprehensive administrative filing system for the division’s Administrative Office in accordance with the RDP records management and FOIP principles and ensures records are managed and archived
- Prepares and writes strategic planning documents resulting from initiatives identified in operational plans across the division
- Organizes special events as required by the division which includes all aspects of event management; facilities, catering, scheduling, organization of participants, etc.

**Human Resources Support**
- Facilitates the recruitment and hiring process by providing hiring committees the required access to documents, scheduling interviews, and booking facilities/resources required
- Coordinates division specific onboarding for new staff and Instructors by providing the required handbooks/manuals and booking required meetings/training
- Supports Program Coordinators in successful instructor onboarding/offboarding programing and compliance

**Communications and Project Administration**
- In collaboration with the Division of Extended Education leadership, assists with the coordination and projects of strategic initiatives as required, by providing administrative project management support and expertise
- Provides centralized communication between various project teams
- Collaborates with Promotions Coordinator on Extended Education promotional activities
- Gather information on news and events pertaining to the division and formulates items into divisional Newsletter, which is produced and disseminated on a monthly basis

**Required Qualifications**
- Two (2) years of post-secondary training, completion of a community college certificate in Office Administration, Office Technology, or Business Administration
- Three to Five years of experience in executive office team ensuring confidentiality, integrity, diplomacy, professionalism, and tact at all times
- Extensive experience with calendar management
- Ability to understand and navigate the administration of a post-secondary institution
- High level of expertise in all areas of modern office practice and procedures
- Experience preparing meeting agendas, minutes, letters and memos accurately and error free
- Ability to work independently and as a member of a team
- Ability to adapt and adjust priorities in accordance with direction from Leadership team
- Demonstrated customer service and receptions skills, creating a welcoming environment
- Strong communication skills
- Takes initiative to contribute to an efficient and professional office environment
- Demonstrated critical thinking and problem-solving skills

**

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