Administrative Officer, Academic

6 months ago

Red Deer, Canada Red Deer Polytechnic Full time

Position Information

**Position Title**
- Administrative Officer, Academic (School of Health and Wellness)**Position Summary**
- The School of Health and Wellness is welcoming you to our team as the term certain full-time Administrative Officer, Academic.
- The Administrative Officer, Academic acts as the administrative support to the Dean, Associate Deans, and Academic Operations Manager (Leadership Team) for the designated School and is accountable for coordinating the activities of the academic office. This position performs a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation of the designated School.- The incumbent will have a genuine appreciation for and demonstrated understanding of protocol, discretion and professionalism. The Administrative Officer, Academic will have the ability to interpret and make decisions in accordance with prescribed procedures and practices of the organization. The incumbent must be flexible and demonstrate the ability to maintain confidentiality, diplomacy, and tact at all times. The incumbent is expected to take initiative and responsibility for their daily workload. Knowing the priority and urgency of the meetings, projects, and day-to-day responsibilities is key. This position will provide coverage for the Program Assistants in Schools, as necessary.**Position Responsibilities**

**Correspondence Management**:

- Creates, distributes and maintains correspondence and/or documentation on behalf of the Dean/Associate Deans (e.g. separations, agreements, letters of recommendation, grade advances, 4.5% educational increases, etc.)
- Prepares, gathers, and relays confidential information and material on a regular basis.

**Hiring, Onboarding and Exiting Processes**:

- Creates and uploads job postings and required documentation to PeopleAdmin.
- Facilitates the recruitment and hiring process by providing hiring committees the required access to documents, scheduling interviews, and booking facilities/resources required.
- Coordinates school specific onboarding for new staff and faculty by providing the required handbooks/manuals and booking required meetings/training.
- Ensures new staff and faculty have access to resources, tools, and working spaces required.
- Ensures exit procedures are followed to ensure the appropriate collection and tracking of information.

**Calendar Management and Leadership Team Support**:

- Manages the extensive and constantly changing schedule for the Dean and Associate Dean(s) as appropriate; books and responds to meeting requests, handles scheduling conflicts, etc.
- Makes decisions within guidelines in the absence of the Dean and Academic Operations Manager such as determining if an issue needs to be forwarded to an Associate Dean, needs to wait for the Dean or Academic Operations Manager’s return, or can be dealt with by another Senior Administration member.
- Organizes travel arrangements and course/conference registrations for the leadership team members.
- Provides assistance to school projects or committees that are chaired by the Dean; providing all aspects of meeting logistic support.
- Provides administrative support to School Council and School Advisory Team.
- Organizes special events as required by the School office which includes booking facilities, catering, scheduling participants, etc.
- Prepares purchasing card statements and expense claims for the school leadership.

**Faculty and Staff Performance Process and Timelines**:

- Coordinates and acts as a resource for the faculty evaluation, continuous appointment, and staff performance appraisal processes for the School as per RDP policy and practice, in consultation with the Dean and/or Associate Deans.

**Other assigned duties include (but are not limited to)**:

- Assists in the inventory, sign-out, and allocation of school hardware and equipment.
- Coordinates office allocations, moves and equipment needs in consultation with the Leadership Team and Campus Management.
- Maintains a comprehensive administrative filing system for the School’s Administrative Office in accordance with the RDP records management and FOIP principles and ensures records are managed and archived.
- Manages and distributes incoming and outgoing internal and external mail.
- Tracks, orders, and monitors office supply spending/budget.

**Required Qualifications**
- Two (2) years of post-secondary training or completion of a community college certificate such as Administrative Professional Certificate, Business Administration Diploma, Legal Assistant Diploma or equivalent
- Previous 3-5 years of relevant experience working with an executive office team ensuring confidentiality, integrity, diplomacy, professionalism, and tact at all times
- High level of expertise in all areas of modern office practice and procedures
- Demonstrated customer service and receptions skills, creating a welcoming environment

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