Campus Management Assistant

4 days ago

Red Deer, Canada Red Deer Polytechnic Full time

Position Information

**Position Title**
- Campus Management Assistant

**Position Summary**
- Campus Management is seeking a term-certain Administrative Assistant. The Campus Management Assistant provides financial, budget and invoicing coordination and support for the activities of Campus Management. It also provides support and coordination for Campus Management activities including projects and human resources. In addition, it encompasses general administrative duties for the department.

**Position Responsibilities**

**Financial, budget and Invoicing Coordination & Support**
- Receives quotes when required then prepares bid summaries and purchase documents as requested by Campus Management coordinator(s), manager(s), or Director.
- Submits completed purchasing documents to Finance department for processing
- Receives invoices electronically and correlates with supporting purchase orders and packing slips.
- Records and tracks invoice submissions to Accounts Payable for process of payment on a daily basis ensuring appropriate approvals as required.
- Maintains CM financial database and filing structure.
- CM liaison to RDP Finance for fiscal year end tracking and reporting.

**Campus Management Communication & Reporting**
- Receives daily work orders through Facility Support portal and Campus Management inbox; responds to requests and/or assigns to appropriate team members to respond
- Performs regular checks and maintenance to Facility Support portal as required
- Tracks and submits Legislative Compliance updates to Risk Management, as required bi-annually
- Liaises with Marketing and Communication to develop communications for RDP’s internal newsletter, Campus Management information on the RDP website, and social media feeds.
- Reviews and updates Campus Management information on the RDP contact directory, RDP website, RDP Connect, the Forms Index and the Facility Support Portal.

**Human Resources Support**
- Trains and supports online payroll procedures, providing vacation reporting as requested by Campus Management Leads and Director.
- Prepares employment postings using Human Resources templates on RDP online People Admin system.
- Monitors status of postings, finalizes content, and closes out postings as required.
- Generates Campus Management new employee Contracts.

**Coordination & Support**
- Daily administrative support for the Campus Management team including the Director, Project Managers, Coordinators, and Facilities Associate(s).
- Receives, reviews and triages daily requests for services from the Campus Management inbox, and the Facility Support portal when required.
- Coordinates meetings, and services such as catering, for the department and multi-stakeholder groups as required.
- Develops and maintains quarterly Campus Store course material tracking spreadsheet.
- Attends meetings to record minutes and provide administrative support as required.
- Troubleshoots daily requests from faculty, staff and contractors, prioritizing needs, and providing support as needed.
- Tracks progress of projects as it relates to quotes, PR’s and invoices, and follows up with contractors to ensure timely communication and correct process.

**Required Qualifications**
- Two (2) years of post-secondary training, completion of a community college certificate including trades apprenticeships or equivalent in Business Administration.
- A minimum of two years of experience providing advanced administrative support in a fast-paced office environment with many interruptions and short deadlines.
- Experience working in an institutional, operational and/or project-based environment.
- Ability to change tasks and priorities quickly and efficiently with mínimal notice.
- Ability to multitask, following written and /or verbal instructions.
- Self-motivated and able to work independently when required.
- Responsive to customer needs under pressure and constant demand.
- Strong interpersonal skills with the ability to work in a cooperative team environment.
- Advanced proficiency with Microsoft Office.
- Experience with database management an asset.
- Proficient in word processing with strong keyboarding, formatting, proof reading and grammar skills; demonstrated accuracy, thoroughness and attention to detail.
- Excellent verbal, communication and listening skills.
- Excellent organizational, prioritizing and time management skills.
- Excellent analytical, decision making and problem-solving skills.

**Preferred Qualifications**
- Experience in a post-secondary setting and proven ability to work effectively with diverse constituents (stakeholders), i.e., students, faculty, staff, and contractors preferred.

**Salary or Hourly?**
- Hourly

**Salary**
- Starting at $27.15 per hour

**Benefits and Compensation Information**
- An additional 8% of the hourly rate in lieu of vacation. Eligibility to access benefits is dependent upon the Terms and Conditions of Employment.

**About Red Deer Polytechnic**
- Focused on advanc

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