Operations Administrative Assistant

3 months ago

Edmonton, Canada NAIT Full time

NAIT is proud to be named one of Alberta’s Top Employers for 10 consecutive years. We are also a proud partner of the Canadian Centre for Diversity and Inclusion and Pride at Work Canada. Learn more about NAIT’s commitment to equity, diversity and inclusion at nait.ca/edi.

NAIT is a leader in polytechnic business education as one of the largest business schools in Western Canada. Educating more than 6,000 students the JR Shaw School of Business is essential to business in Alberta, Canada and beyond. Our graduates are highly sought after as leaders in creating economic, social, and environmental value. The JR Shaw School of Business harnesses the power of a polytechnic education approach by providing relevant, multi-disciplinary business education integrated with industry partnerships and technology. We offer a range of credentials from certificates, diplomas and post-diploma certificates to baccalaureate degrees that are fully recognized by professional industry bodies and post-secondary partners alike.

The JR Shaw School of Business is growing and actively reorganizing its department structures. To support the ongoing operational administrative work, we are currently recruiting for two full-time Operations Administrative Assistants. Reporting to the department manager (_Department Head_ [DH] or _Business Information Centre [BIC] Strategic Leader_), this position will be the first point of contact for the department manager with internal and external individuals.

**Key Responsibilities**:

- Communicates and participates as a team with School Leadership, other Operations Administrative Assistants, members of the BIC, and other JRSSB staff to ensure quality and consistent processes for the programs/business functions in the department.
- Supports department manager with:

- Coordinating strategic communication initiatives to support marketing, recruitment, and retention strategies.
- Assists with staffing recruitment, employment, performance, and orientation of personnel including preparation of related documentation for department staff (e.g., AUPE support staff, or salaried and casual instructors).
- Coordinating and organizing department manager commitments with calendar and meeting invites.
- Coordinating strategic administrative initiatives/processes which may include: special projects, academic warning campaigns and Academic Integrity awareness training campaigns.
- Assisting with budget preparation and submission, and expense tracking and DREC reporting
- Coordinates the operational administrative activities for programs/business functions within their portfolio, which may include:

- Collaborating with the Department Head to support all aspects of day, evening, and remote delivery workload and casual appointments such as monitoring instructor workloads (IWAS) and preparing class design information for scheduling based on recommendations from the Program Chairs and Department Head.
- Providing all necessary cross functional administrative supports (i.e., scheduling, payroll submissions, learning management system) for all instructional assignments (continuing and casual) such as communicating scheduling changes and related requests with key partners including Scheduling office, Office of the Registrar, Human Resources, Payroll, and Learning Technologies team.
- Assisting the DH with with workload and absence management including reviewing of absence requests and cross-referencing with substitutions.
- Supports development of course/exam schedules through completion of key components using Excel.
- Provides continual communication in support of student success by notifying students of classrooms changes, class cancellations, instructor absences, events, competitions, job opportunities, etc.
- Maintains and enhances a record management system and filing of materials for department, program, or business unit which may include:

- Instructor workloads (IWAS) reporting
- Instructor absence and substitution reporting
- Centralized tracking of Instructor credentials, teaching history, and scholarly activity
- Archiving academic documents (i.e., course syllabus with learning resource copyright information)
- Student records (post-enrolment requisite management, enrolment management, course withdrawals, exam conflicts and deferrals)
- Other centralized tracking as required by the department manager
- Coordinates department/program/business unit meetings for the department manager, and/or Academic Chair(s)
- Records minutes and processes meeting minutes as required/identified.
- Prepares agendas, itineraries, meeting notices and related materials using own judgment and initiative; ensures deadlines are met and agenda items brought forward.
- Provides clear written communication through memos, minutes, letters, forms, and schedules.
- Collaborates with other JRSSB staff to identify and engage in continuous improvement initiatives for administrative opportunities to enhance all facets of the student experi

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