Administrative Assistant, Office of Equity

2 weeks ago

Kamloops, Canada Thompson Rivers University Full time

Application Restrictions- Open to both Internal and external- Job Type- Support Staff (CUPE)- Posting In effect from- 30/5/2023- Closing Application Date- 13/6/2023- Closing date for internal CUPE applicants- 13/6/2023Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled.
- Full/Part Time- Full Time- Support Type- Ongoing- Anticipated Start Date- 4/7/2023- Position End Date (If Applicable)-
- Schedule- The hours of work will be Monday to Friday, 7 hours a day, 8:30 am to 4:30 pm- Schedule Description- DUTIES**_**NOTE: Subject to review the Joint Job Evaluation Committee**_**

Provides a wide range of administrative, clerical, and financial support services to the Executive Director, Equity, Diversity, Inclusion and Anti-Racism (Executive Director) and to others working with the Office of Equity, Diversity, Inclusion and Anti-Racism (EDI and AR).

MAJOR DUTIES & RESPONSIBILITIES
- Provides day-to-day administrative support to the Executive Director and staff by organizing workflow and determining priorities in order to meet the needs and requirements of the department; resolves day-to-day problems; handles confidential and sensitive material.
- Schedules tasks, events, deadlines and goals for staff and project stakeholders. Administers and monitors resources related to projects including tracking project budgets in collaboration with EDI and AR staff and TRU departments; monitors and reports on a weekly/monthly basis.
- Acts as liaison between the Office of EDI and AR and the Office of the Provost and Vice-President Academic, faculty, staff, external agencies, clients and/or contractors, and community partners.
- Performs administrative duties such as receiving and screening incoming calls and materials, prioritizing items for the attention of the Executive Director, and staff, as required; word processing a variety of correspondence, contracts and agreements.
- Schedules appointments and coordinates staff (including schedule management for the Executive Director), interdepartmental and community meetings; locates and assembles material for meetings; arranges physical facilities and equipment for meetings; ordering catering for meetings and maintaining financial records for PCard reconciliation, including preparing monthly statement for submission to Purchasing.
- Prepares and circulates agendas and agenda packages for staff/interdepartmental team meetings, committees and task forces, and takes minutes and distributes to relevant parties in a timely manner.
- Responsible for training and on-boarding of all new EDI and AR staff; online resources, HR/Finance Forms, timesheets, reporting, on/off campus contacts.
- Responsible for ensuring and coordinating all print, online, internal/external communications, including within the TRU community, and with local, provincial, national and international audiences.
- Sets up and maintains a variety of records and files including confidential and/or sensitive material such as personnel matters, contract/grants, programs and projects.
- Creates and maintains a database of the Office of EDI and AR’s internal and external contracts, partnership agreements and community contacts.
- Recommends professional development opportunities for EDI and AR staff.
- Researches, recommends, and assists with reports, statistics, newsletters, spreadsheets for departmental monthly, quarterly and annual publications. Participates in the development of project policies and procedures.
- Makes travel arrangements and reservations; arranges conference registrations; arranges for special functions, books facilities, equipment, and assists in coordinating events and activities, collects fees and prepares honorariums.
- Receives, stamps, sorts and distributes mail; maintains office supplies inventory.
- Maintains and updates relevant websites and social media.
- Assists with various aspects of event coordination for the Office of EDI and AR such as coordinating venues, arranging required signage and engagement activities, preparing and overseeing event budget, preparing and submitting all required financial requisitions, coordinating promotion with MarCom and partner departments and ensuring stakeholders follow up on guest speakers and other VIPS, and distributing invitations.
- Coordinates guest speaker requests by receiving and vetting requests and providing clear instructions for the requesting department.
- Manages office set up such as IT equipment and accesses for new and relocated employees, submit all work orders for adjustments in the office and ensure all supplies are functional and available for EDI and AR staff.

REPORTS TO
Executive Director, Equity, Diversity, Inclusion and Anti-Racism
- QUALIFICATIONSEDUCATION
- Undergraduate degree in a related discipline

EXPERIENCE
- Five years related administrative experience

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB
- Extensive knowledge and unders

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