Executive Assistant, IT Services

2 weeks ago

Kelowna, Canada Okanagan College Full time

Position Information

**Position Number**
- S01097**Position Title**
- Executive Assistant, IT Services**Division/Portfolio**
- IT Services**Department/Program**
- IT Administration**Location**
- Kelowna**Other Flexible Work Options**
- Any Okanagan College Location, Eligible for Hybrid Work**Your Opportunity**
- Under the supervision of the Director of IT Services, the Executive Assistant provides administrative support and assistance to the Director and Department by planning, implementing, and coordinating administrative support services and personnel functions, The Executive Assistant functions as the Director’s Assistant and is responsible for monitoring the Department’s expenditures, tracking, assembling, and disseminating financial/budget data; assisting with the preparation of the Department’s annual Unit Plan and operating budget; preparing, processing, and maintaining records of confidential correspondence, records, and reports; completing various administrative forms and statistical reports; assisting with the coordination of the Department’s staff hiring; being responsible for the efficient and effective operation of the IT Services Department Office; and performing other related duties as required.**Functions and Duties**
- Provides assistance to the Director, IT Services, by:

- managing the Director’s calendar of events and identifying and resolving scheduling conflicts;
- coordinating meetings for the Director, researching, and preparing required information, including agendas, recording, transcribing minutes, and follow-up actions, as required;
- acting as the initial point of contact for the Director and Department, receiving, investigating, and attempting to resolve complaints or issues prior to referring them to the Director;
- coordinating travel arrangements for the Director and completing expense claims;
- assisting the Director with the preparation of the Department’s annual Unit Plan and operating budget;
- preparing briefing notes for the Leadership council and Executive;
- assisting the Director with labor relations activities such as grievance procedures, reclassifications, verbal and written warnings, drafting letter of expectations, performance planning, organizational design, and terminations;
- preparing external service contracts, managing vendor relationships as required;
- assisting with the development and updates of the Department’s policy and procedures manual;
- assembling and preparing reports from the Director to the Vice President of Corporate Services, President’s Office, Board of Governors, Leadership Team, and Ministry officials;
- assisting with the administration of plans, programs, projects, and files;
- supporting IT leadership in the management, agendas, and minute keeping of Digital Governance framework;
- maintaining confidential files, regular files, and bring-forward systems.
- 2. Provides administrative services for the Department, including:
- Coordinating and supporting IT management meetings, including forming agendas, taking minutes, and maintaining an action log.
- Supporting departmental communications from IT management.
- Ensuring completion and compliance of office procedures, including accuracy of payment forms for invoices, staffing forms, expense claims, Visa statements, purchase orders, web requisitions, work requests, payment vouchers, journal transfers, and service contracts.
- Reviewing financial transactions such as travel expenses and other claims, ensuring receipts are attached and correspond with the expenses, purchases are in permitted categories and within spending limits, providing coding, and bringing forward any anomalies to the Director’s attention.
- Identifying and investigating unusual transactions and ensuring adherence to financial processes and procedures.
- Calculating and preparing budget transfers.
- Regularly monitoring departmental budget, including staffing and salary shifts.
- Routing business contracts, agreements, memorandums of understanding (MOUs), and other agreements for appropriate approvals, retaining departmental copies, and ensuring that documents are submitted to the appropriate area.
- Maintaining the department’s training plan and updating it as necessary.
- Ensuring that department staff involved in the staffing and hiring process are properly informed of their responsibilities and monitoring their actions for compliance.
- Monitoring and approving Requests to Purchase.
- Communicating with OC staff/departments and external groups (if required) to ensure that the event(s) the department is hosting are well-organized.
- Tracking and scheduling employee evaluations for the department as directed by the Director, preparing evaluation schedules, and summarizing employees’ vacation, illness, professional development, and other leave requests.- 4. Supports and enhances the Director’s efforts in fostering a team approach as well as developing personnel capabilities within IT Services.

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