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Administrative Assistant to the Director
2 months ago
To provide a wide range of personal and confidential administrative and secretarial support to the Director of the Okanagan School of Education.
Key Responsibilities- Provides secretarial support to the Director:
- Coordinates the Director's appointments and calendars.
- Acts as liaison between the Director's office and faculty and staff in the Okanagan School of Education and in other academic and administrative offices.
- Coordinates School Council meetings including logistics and correspondence with members; oversees the compilation of background materials and ensures the progress of action items.
- Prepares agenda, minutes and briefing materials.
- Reviews the Director's incoming mail and responds to routine inquiries.
- Coordinates the Director's travel arrangements including airlines, car rental, and accommodations.
- Plans, organizes and coordinates materials for the perusal of the Director in preparation for deadlines and meetings.
- Provides presentation support to the Director which may include preparing PowerPoint slides.
- Provides administrative support for the Director's Office:
- Acts as initial contact for inquiries to the Director, researches and compiles background information as required and refers to the appropriate staff for response.
- Prepares correspondence, letters, memos, e-mail and regular and special reports for the Director.
- In consultation with the Director and the Manager, Administration and Operations, assists the Director in determining project implementation, ensures all are consistent with the School and Faculty of Education mission, strategic plans, and policies.
- Develops and implements record keeping and office routines and procedures for efficient and timely work flow, such as filing systems and information retrieval, systems, bring-forward systems, and timetables for submissions of regular and special reports.
- Maintains a file of current University and Faculty and School of Education policies and procedures.
- Prepares expense claims for the Director.
- Prepares confidential material on student and personnel matters.
- Performs other duties as required.
- Willingness to respect diverse perspectives, including perspectives in conflict with one's own.
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.
- High School graduation or equivalent plus up to and including two years post-secondary training (University graduation preferred).
- A minimum 3 years of related administration experience or an equivalent combination of education and experience.
- Knowledge of UBC systems, policies and procedures is an asset.
- Ability to compose correspondence and prepare reports in clear, concise business English and to draft more complex correspondence for signature.
- Experience with Microsoft Office (Word, Excel, Access, PowerPoint, Outlook, internet skills essential) at an advanced level.
- Ability to type 60 wpm and to operate a normal range of office equipment.
- Excellent interpersonal skills; must have strong attention to detail, accuracy, and presentation of information; ability to manage multiple projects and tasks, to prioritize and organize effectively, and to meet established timelines without undue stress; ability to maintain confidentiality.
- Demonstrated communication and interpersonal skills.
- Ability to take and transcribe minutes.
- Ability to exercise judgment, tact and discretion.
- Ability to work both independently and as part of a team environment.
- Available to work after regular office hours for occasional faculty meetings and/or events.
- Demonstrated attention to detail, accuracy, and presentation of information.
- Ability to manage multiple projects and tasks, to prioritize and organize effectively, and to meet established timelines without undue stress.
- Thorough knowledge of University and Faculty policies and procedures and office administration preferred.
