Administrative Assistant, Academic Portfolio

3 weeks ago

Red Deer, Canada Red Deer College Full time

**Please see Special Instructions for more details.**:
**Posting Details**:
Position Information

**Position Title**
- Administrative Assistant, Academic Portfolio**Position Summary**
- Red Deer Polytechnic is looking for a highly skilled administrative professional to join the team.
- The Administrative Assistant, Academic Portfolio, supports the office of the Vice President Academic and Student Experience. This position is accountable for coordinating and maintaining the administrative activities of this Executive Office, and specifically provides support to the Manager, Academic Executive Operations, Associate Vice President, Academic and the Director, Indigenous Initiatives. This position is the first point of contact in the Vice President Academic and Student Experience 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. It is expected that the incumbent has 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.**Position Responsibilities**

**Administrative Support for Academic Executive Office and Indigenous Initiatives**
- Ensures confidentiality, accuracy, tact, and respect at all times
- Manages the calendars for office executives
- Supports the work of various committees
- Provides assistance executing Academic Portfolio processes and actions that require high attention to detail
- Completes projects and assignments as needed
- Manages documentation involving highly sensitive and strictly confidential matters that will require the highest level of responsibility and attention to institutional policies and procedures as needed
- Provides Administrative support to several areas including scheduling, expenses, filing and record keeping, ordering supplies, assisting with meeting and event planning, and other clerical duties as assigned
- Communicates with First Nations and Metis partners, leaders, agencies and communuties on behalf of the institution with professionalism, respect, and awareness of cultural protocols
- Prepares, reviews, and ensures timely submission of expense reports, purchasing card reconciliation, and other financial documents for the Executive Office, and Indigenous Initiatives Division (in compliance with policies and guidelines)
- Supports in managing the office budget and ensuring financial stewardship of office and institutional resources
- Organizes special events as required by the Academic Executive office and the Director, Indigenous Initiatives
- Makes travel arrangements for the Academic Executive Leadership team as required

**Human Resources Support**
- Creates, uploads, and manages new job postings as directed by division leadership
- Facilitates the recruitment and hiring process by providing hiring committees the required access to documents, scheduling interviews, and booking facilities/resources required
- Collaborates with People & Culture to enroll new staff and faculty in institution onboarding program
- Creates and distributes employment contract letters for CUPE and AUPE staff members
- Enters new employees in the financial system for all employment contracts
- Ensures new staff & faculty have access to resources, tools, and working spaces required
- Coordinates the required Policy sign-off process and tracks completion of documentation
- Coordinates division specific onboarding for new staff and faculty, working with other division Administrative Assistants

**Required Qualifications**

**Education**
Two (2) years of post-secondary training in Business Administration, Office Administration, or Legal Assistant
- **Experience**
- Previous relevant experience working with an executive office team (senior administrators) ensuring confidentiality, integrity, diplomacy, professionalism, and tact at all times
- Previous experience in providing service to the public in an executive office setting
- 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**
- Knowledge of or experience with post-secondary governance and administrative practices and procedures is preferred
- Experience working with an executive team at a post-secondary institution preferred

**Salary or Hourly?**
- Salary**Salary**
- $48,698 - $56, 970 annually**Benefits and Compensation Information**
- Red De

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