Administrative Assistant, Academic Portfolio

3 weeks ago

Red Deer, Canada Red Deer College Full time

Position Information

**Position Title**
- Administrative Assistant, Academic Portfolio**Position Summary**
- Are you looking for a permanent full-time administrative position? Do you thrive in an environment where you can make a large impact in a short time frame?
- Red Deer Polytechnic is hiring a full-time, permanent Administrative Assistant, Academic Portfolio. This position will work on campus within the office of the Vice President, Academic under the direction of the Manager, Academic Executive Operations. This position is the first point of contact in the Vice President Academic Executive Office and performs a wide variety of administrative support services, ranging from routine to complex, all of which contribute to the efficient and professional operation of the Office.**Position Responsibilities**
- The Administrative Assistant is responsible for:
- Coordinating and maintaining the administrative activities of this Executive Office, and specifically provides support to the Manager, Academic Executive Operations, Manager, Judicial and Academic Affairs, and the Director, Indigenous Initiatives
- Creating and maintaining effective workflow and communications to accomplish the work of the Office which includes the handling of a variety of projects and tasks simultaneously
- Managing the calendar of the Vice President Academic and assists the Manager, Academic Executive Operations in prioritizing appointments and proactively resolving scheduling conflicts
- Supporting the work of various committees the Executive Office is responsible for including preparation of meeting invitations and agendas, background materials, minute taking, coordination with committee members and chairs, booking rooms and catering as needed, providing technical support
- Preparing, reviewing, and ensuring timely submission of expense reports, purchasing card reconciliation, and other financial documents for the Executive Office (in compliance with policies and guidelines)
- Provides Administrative support to the Director, of Indigenous Initiatives and Indigenous Initiatives Team with regards to scheduling, expenses, filing and record keeping, ordering supplies, assisting with meeting and event planning, and other clerical duties as assigned

The Administrative Assistant, Academic Portfolio also:
- supports the hiring process within the office including creating postings and other required documentation
- submitting contracts for new employees and supporting onboarding activities for the division

The incumbent will have a genuine appreciation for and understanding of protocol, discretion, and professionalism, is able to accept and assume responsibility, and has the ability to interpret and make decisions in accordance with prescribed procedures and practices of the organization.**Required Qualifications**
- Two (2) years of post-secondary training, completion of a community college certificate including trades apprenticeships or equivalent in Business Administration, Office Administration, or Legal Assistant
- Minimum three years of experience
- Previous relevant experience working with an executive office team (senior administrators) ensuring confidentiality, integrity, diplomacy, professionalism, and tact at all times
- Ability to prioritize and complete a high volume of tasks and activities within the timelines or deadlines, using well-developed organizational/planning skills
- Attention to detail, initiative/self-starting, flexibility/adaptability, and accountability required
- Experience preparing meeting agendas, minutes, letters, and memos accurately and error free
- Experience with a complex records management system
- High level of expertise in all areas of modern office practice and procedures

**Preferred Qualifications**
- A combination of education and work experience may be considered, however, knowledge of or experience with post-secondary governance and administrative practices and procedures is preferred
- Previous experience in providing service to the public in an executive office setting
- Experience working with an executive team at a post-secondary institution preferred

**Salary or Hourly?**
- Salary**Salary**
- $48,097 - $56,266 annually**Benefits and Compensation Information**
- Red Deer Polytechnic offers a comprehensive benefits package including extended health and dental care through Blue Cross, access to a health spending account, pension plan, Employee & Family Assistance Program, generous vacation allotments, credit tuition waivers and opportunities for professional development funding. Additional time off due to Institution closures between Christmas and New Year general holidays.- Eligibility to access the above mentioned benefits dependent upon the CUPE Collective Agreement and related RDP policies.

**About Red Deer Polytechnic**

**Red Deer Polytechnic** has been a pivotal part of central Alberta for nearly six decades. Since our story began as Red Deer College in 1964, we have proudly serve

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