Professional Sustainment Assistant

6 months ago

Halifax, Canada Engineers Nova Scotia Full time

Position title: Professional Sustainment Assistant

Reports to: Director of Professional Sustainment

Department: Professional Sustainment

Status: Full time

Engineers Nova Scotia is the licensing and regulatory body for the over 8,900 Professional Engineers and Engineers-in-Training practicing in Nova Scotia or on Nova Scotia projects. Guided by the Engineering Profession Act, we license registrants who are qualified and competent, assisting them to fulfill their obligations to practice engineering in the best interests of the public. Engineers Nova Scotia is empowered by the Engineering Profession Act (the Act).

**Position Summary **The Professional Sustainment Assistant reports to the Director of Professional Sustainment. The Assistant is responsible for providing day-to-day administrative support to the Director of Professional Sustainment and other staff in the Professional Sustainment Department. This includes but is not limited to records management, tracking and following up on departmental initiatives, and receiving external inquiries and directing requests to the appropriate Professional Sustainment staff. The role provides on-going support and administrative guidance to in the Professional Sustainment staff. This is an in-person position with the potential to become hybrid.

**Key responsibilities Administrative Support to Professional Sustainment**
- Conducting committee administration for organizational committees supported by Professional Sustainment staff including: scheduling meetings, generating reports, transcribing minutes from meetings, managing documents, and creating presentations
- Handling general departmental tasks such as filing, generating reports, and presentations, ensuring documentation is accurate and complete
- Providing support to departmental initiatives and projects, including events.
- Tracking departmental initiatives and events including flagging outstanding action items and decisions for the Director’s attention through regular updates.

**Customer Service Functions**
- Providing quality customer service by acknowledging, prioritizing, organizing and following up on internal and external inquiries.
- Filing departmental documentation.
- Actively researching and providing recommendations on administrative departmental policies, processes and procedures. Making recommendations on administrative workflows and processes.
- Identifying opportunities for automating workflows to improve efficiencies.

**Other Duties**
- Providing support at Engineers Nova Scotia events - Complete additional tasks assigned by the Director, Professional Sustainment that are within capacity and capability, including cover of Professional Sustainment tasks in the event of staff absences.

**Required Competencies Competencies**

**Teamwork and Leadership**

Builds relationships **- **Excellent at building relationships, understanding people, and making meaningful connections. Identifies key issues and accommodates key players when dealing with external parties on joint projects. Takes an inclusive approach when working with diverse stakeholders.

Communicates effectively and confidently **- **Adept at communicating in a clear, compelling way. Adapts message to needs of the audience. Skilled at distilling complex information clearly and succinctly.

Applies Ethics **- **Strong ethical compass founded on honesty, integrity, empathy, fairness, dedication, responsibility and accountability

Exercises Empathy **- **Able to see others’ viewpoints and provide effective “customer/client support.”

**Goal Setting**

Plans and prioritizes **- **Skilled at balancing multiple, competing priorities; uses available resources to get more done with less, without losing focus. Anticipates problems and mitigates risk.

Solves problems creatively **- **Uses innovative methods to get things done; reframes problems and will try different ways of solving a problem even if it’s never been done before; collaborates to increase creativity and innovation.

Navigates ambiguity **- **Comfortable working with imperfect or incomplete information (living in the grey), anticipates impact to work when there is a shift in strategic direction, remains calm and focused when things are uncertain.

**Technical Expertise**

Possesses Digital Proficiency **- **Understands that technology can make their job easier. Searches for ways to integrate technology into their work, and seeks opportunities for improving overall operations through the innovative use of emerging technology and new software

Focuses on Detail **- **Achieves thoroughness and accuracy when accomplishing tasks; balances all the areas involved; focuses on quality. Excellent organizational and prioritization skills.

Professional Knowledge - possesses knowledge of privacy and confidentiality protocols, office management principles, methods, and procedures, and principles and methods of business administration.

Forward Thinking

Applies a systems approach - Un

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