Administrative Officer Projects and Budgets
2 weeks ago
Posting Number
**Posting Number**
- SS0453- Position Information**Division**
- Access & Regions**Department**
- Continuing Education & Training**Supervisor Title**
- Director, Continuing Education and Training or designate**Location**
- Comox Valley/Campbell River/ Port Alberni (CV/CR/PA)**Posting Type**
- Internal/External Posting**Position Status**
- Regular**If Others, please specify**
**Desired Start Date**
- 11/27/2023**Position End Date (if temporary)**
**Weekly work schedule (please indicate the start and end times for each day of work)**
- Monday to Friday, 8:30 - 4:30
**%**
- 100%**Pay Grade**
- J: $31.54-$33.46**Position Summary**
- Reporting to the Director, Continuing Education and Training or designate, the Administrative Officer Projects and Budgets (AOPB) provides a variety of confidential functions in support of Departmental operations and cost-recovery programming. Considerable coordination, prioritization, financial, written and verbal communication skills are required to ensure accountability with all internal and external stakeholders, as well as for meeting the expectations of all internal and external funding partners. There is an expectation that collaborative, collegial working relationships will be fostered and maintained with instructional and service areas, community agencies, industry representatives, external funders, and training partners.
- The AOPB is responsible for a range of financial administration and operational functions, including supporting the development, maintenance, budgeting and delivery of part-time vocational offerings, contract training programs, and collaborative internal/external project opportunities. This includes all practices relating to administrative, financial organization, and reporting requirements for securing and implementing funded training contracts. The Administrative Officer of Projects and Budgets demonstrates commitment to, and implementation of, the endorsed values and mission of North Island College, as well as the CET mandate, goals and priorities.**Position Competencies**
- Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills
**Duties & Responsibilities**
- 1. Provides efficient and effective administrative and financial support to the Director, with a high-level of accuracy, concise detail, and professionalism
- 2. Processes confidential materials and reports developed and received by the Director, ensuring appropriate retention, access and retrieval
- 3. Supports the development and maintenance of policies, procedures, and reporting systems specific to external accreditation bodies (e.g. Transport Canada, WorksafeBC, Ministries of Jobs, Tourism, Skills Development, and Advanced Education, and Industry Training Authority)
- 4. Assists with the development, maintenance, budgeting and evaluation/reporting of part-time vocational offerings, training contracts, and internal/external projects
- 5. Prepares, monitors, and documents all financial transactions for the Department, including financial projections and statements, as well as financial records and reporting systems (e.g. budget units, funding requisitions, signing authority/approvals, invoicing, journal entries, monthly reconciliation, annual auditing documentation)
- 6. Works with finance to develop finance strategies, projections, and reporting for all training activity; provides budget guidance and support for collaborative programming with instructional areas (e.g. Foundation and Pathway programs)
- 7. Assists the Director and the Contract & Training Services Manager in researching, developing, writing, editing, and submitting grant proposals
- 8. Coordinates and assists in the preparation and monitoring of service agreements, grant proposals, budgets, project reports, and adheres to all college-wide guidelines and policies, and external funding guidelines
- 9. Assists in the development and maintenance of operating procedures and protocols for the Department
- 10. Attends CET Team and internal management meetings for financial reporting, information sharing and/or recording purposes
- 11. Receives, assesses, and directs student, instructor, and external queries and concerns in representing the Department, working across all institutional divisions (e.g. registration, financial services, human resources, marketing, purchasing, information technology)
- 12. Provides administrative support for the Director, and performs other operational duties, as assigned, with similar scope and complexity**Required Education & Experience**
- 1. Post-secondary Diploma in Business Administration, or a related finance discipline is required; plus additional specialized courses in Accounting.
- 2. Five (5) years financial and operational administration experience, with a strong background in accounting; preferably within a post-secondary continuing education/contract training environment
- 3. Experience developing,
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