Administrative Assistant and Project Coordinator

6 months ago

Prince George, Canada College of New Caledonia (CNC) Full time

Posting Details
Position Information

Job Title Administrative Assistant and Project Coordinator

**EXISTING CNC CUPE Employees**:
Employment Status Full Time
Employment Type Regular
Job Summary
Under the general direction of the Director of Institutional Research & Enrolment Management (IREM) and with a commitment to service excellence, the Administrative Assistant and Project Coordinator will provide support for IREM services, department effectiveness, project coordination, and meeting planning, administration, and communications.

Specific Duties
- Provide administrative coordination for Institutional Research & Enrolment Management, determine and develop effective procedures, develop summaries, collate and analyze complex information;
- Prepare and execute processes for new IREM staff onboarding ensuring the new IREM staff receive required orientation, equipment, and introductions;
- Provide administrative support for committees at the discretion of the Director of IREM, including, agenda preparation, minute-taking, meeting organization, committee membership services (on-boarding, off-boarding, communication, record management);
- Design and implement a basic satisfaction survey measuring CNC's stakeholders feedback regarding IREM services, compile a regular service satisfaction report;
- Provide leadership and administration for services and initiatives as required, including identifying participants, timelines, researching and identifying best practices, initiating activities and collaborating for results and recommendations;
- Develop effective project and communication strategies for IREM services and initiatives;
- Prepare and implement processes for service requests, including tracking, inventorying, reporting, auditing and closing;
- Assist the Director of IREM in developing processes for records management and curating key operational and project documentation;
- Develop processes for assisting with C-Card expense report creation, submission and reconciliation, training staff on how to complete and submit expense reports;
- Coordinate requisitions and departmental charge-backs;
- Prepare a departmental safety plan with the assistance of the CNC Safety and Security department, ensuring that evacuation plans are current including periodic safety drills;
- Coordinate equipment ordering and assist with ensuring that asset management record keeping is kept up to date;
- Develop general office administrative procedures for the IREM department (e.g. vacation, sick, OT, petty cash, travel, supplies) and other office management duties;
- Assist in workflow, process, and continual improvement design and review;
- Transcribe, draft, prepare and format notes, correspondence and reports for internal and external use;
- Prioritize assignments and opportunities effectively, in a complex and fast-paced environment;
- Prepare and follow-up on financial paperwork for areas reporting to the Director, Institutional Research & Enrolment Management;
- Participate on College committees as requested;
- You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners and communities;
- You will promote a positive work atmosphere and communicate in a professional manner that demonstrates mutual respect with students and colleagues; and
- Other duties as assigned by Director or designate.

Skills & Qualifications
- Minimum two years' post-secondary education.
- 4 years or more minimum of four years' experience at a similar administrative level, or an equivalent combination of education and experience.
- Demonstrated understanding of the post-secondary education system.
- Demonstrated commitment to service excellence, and the ability to articulate an appropriate service-oriented philosophy.
- Project management training or experience is an asset.
- Proficient in appropriate technological resources including the following areas:

- Word processing and publishing
- E-mail, Internet and basic knowledge of Web development and MS SharePoint
- Excellent interpersonal skills.
- Proven ability to gather, analyze, integrate and summarize complex and varied material, and to provide accurate, complete and current information and advice on short notice.
- Demonstrated initiative to stay informed about organizational changes, initiatives and opportunities.
- Demonstrated critical thinking and analysis/feedback skills.
- Demonstrated excellent oral and written communication skills, including ability to produce short project information and data summaries. Experience writing reports and proposals preferred.
- Ability to represent the College effectively; ability to work with discretion, diplomacy and judgement.
- Ability to work independently and prioritize effectively to meet demanding work schedules and deadlines, usually beyond the control of the position.
- Proven ability to develop and maintain positive working r

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