Corporate Services

7 months ago

Edmonton, Canada NORQUEST COLLEGE Full time

**Job Description**:
**CORPORATE SERVICES & FINANCE OFFICE ASSISTANT**

**ADMINISTRATION & CFO**

NorQuesters are difference makers and we’re searching for someone who is detail-oriented and can find ways forward, being dependable as the administrative support for our Corporate Services & Finance teams.

Reporting to the Senior Executive Associate and supporting the Director, Finance Services & Controller and other Corporate Services & Finance leadership members, the Office Assistant uses their understanding of business processes and functions paired with knowledge of College policies, procedures, and processes to provide effective services, developing and maintaining relationships across the College and with external stakeholders.

The Office Assistant is integral in providing a broad range of support and uses strong time management skills in the scheduling and maintaining of calendars, coordinating travel, managing expenses and records, and providing support for presentations, meetings, and events.

**HOW YOU’LL MAKE A DIFFERENCE**
- Provide day to day support for the Director of Finance Services & Controller and the Corporate Services & Finance leadership team.
- Carry out general administrative duties such as copying, typing, scanning, converting documents to various formats, inputting and maintaining contacts and staff lists, and following up on action items.
- Handle scheduling meetings and maintenance of the Director of Financial Services & Controller calendar, as well as other leaders in the portfolio including screening, prioritizing, and redirecting meeting requests.
- Organize and support the planning of meetings and events including logistics, preparing agenda, inviting participants, arranging location, technology, guest parking, catering, and making restaurant reservations.
- Coordinate meeting material, distribution, taking notes or minutes and follow up, as well as research and preparation of background material.
- Research options and make travel arrangements including booking flights, hotel, vehicles, and ensure smooth itineraries and travel logistics.
- Often a central point of contact for inquiries and responsible to respond to basic inquiries, provide information or direct queries to the appropriate person or work area though a good understanding of how the college operates.
- Alert Senior Executive Associate and/or appropriate Director to urgent, sensitive, and emergent matters.
- Prepare and manage organizational documentation, files and records in alignment with college policy and the overall corporate system, and act as the Record Information Coordinator for the Financial Services division.
- Draft and assist in the preparation of documentation, ensuring it is accurate and followed through to completion. Provide quality checks for grammar, formatting, and track and route for appropriate approvals.
- Prepare letters, correspondence, communications, briefing notes, reports, documents, databases, and presentations; prepare and/or submit onboarding/offboarding documentation as requested, system access and maintenance requests, purchase requisitions and orders, invoices, expenses, and order supplies and gifts.
- Review, keep up to date and act as a resource on key portfolio policies and procedures to enable compliance with institutional policies.
- Develop and maintain working group MS Teams sites for the leadership team as requested.
- Monitor the portfolios presence on the internal website and coordinate updating the information.
- Interface with internal business areas, as well as external government, post-secondary institutions, businesses, students, clients, and contacts.

**WHAT YOU BRING**
- Diploma in Office Administration or Business.
- 2+ years’ administrative experience, ideally in a post-secondary environment.
- Strong ability to use MS Word to produce documents, tables, and merge mail.
- Strong ability to use MS Excel in order to create and maneuver information in worksheets.
- Strong ability to use PowerPoint to create, edit and format presentations.
- Experience with PeopleSoft would be an asset.

**WHAT MAKES YOU A DIFFERENCE MAKER?**

As a difference maker you bring:

- Willingness to learn new skills and programs.
- Ability to produce, organize, access, and distribute hard copy and electronic copies of documents in a consistent, timely, and efficient manner.
- Strong attention to detail, excellent organizational, time management, and follow through skills.
- Ability to prioritize competing responsibilities and meet deadlines while ensuring high standards of accuracy and alignment with policies, procedures, processes, and guidelines.
- Ability to take initiative with a desire to help and to contribute to finding ways forward.
- Ability to work independently, with mínimal supervision, and as part of a team.
- Ability to actively listen, follow instructions, summarize, and disseminate information.
- Good interpersonal, oral, and written communication skills acting wi

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