Administrative Assistant to the Director
3 weeks ago
Job Summary
The Assistant to the Director provides administrative, research, and project management support to the planning, policy, and budget development activities of the Division. Under the general direction of the Director, the Assistant designs, implements, and monitors office systems and controls to ensure the effective and efficient operation of the Division.
Key ResponsibilitiesSupport to the Division- Provides administrative support to the Division, including planning and managing systems and operations.
- Works with College departments to analyze, reconcile, and resolve problems or issues.
- Participates in the development of budget documents in accordance with College requirements and processes.
- Monitors financial expenditures of the Division to ensure adherence to allocated budget.
- Prepares quarterly financial reports and other reports as required.
- Anticipates, organizes, prepares, and ensures the processing of all Division-based Human Resources documents.
- Maintains personnel records for the Division.
- Uses discretion in handling personnel issues, apprising the Director where necessary, and making recommendations for the resolution of personnel and/or administrative conflicts.
- Supervises, trains, and evaluates assigned staff, and makes recommendations on their appointment, promotion, or termination.
- Provides indirect or functional supervision to other staff as assigned, including day-to-day work assignment and feedback.
- Ensures regular communication with decentralized office staff.
- Establishes and models service standards for the Divisional/Departmental office.
- Provides information to students/clients/customers on policies and procedures, advising on and resolving concerns where possible.
- Demonstrates sound knowledge and expertise in various software and specialized database systems or tools for the department/division.
- Directly provides staff with or coordinates the appropriate technical training required for the department/division systems and technology.
- Manages procedural administrative functions on behalf of the Director and other administrators.
- Reviews and processes confidential materials and matters sent to and from the Director's office.
- Liaises with individuals internal and external to the College to coordinate and resolve problems and issues relevant to the Division/Department.
A diploma in Office Management or a diploma in Public or Business Administration and six years of senior clerical experience, two of which are in a post-secondary environment, demonstrating progressively increasing scope of responsibility, and includes two years of supervisory responsibilities and responsibility for budget development and management or an equivalent combination of education and experience.
Advanced knowledge and superior competence in using Microsoft Office applications in a networked computer environment.
Exceptional administrative support skills, including the ability to work independently, perform well under pressure, deal effectively with non-routine matters, take responsibility, display initiative, and problem-solve.
Excellent organizational, presentation, written, oral, and interpersonal communication skills and advanced technical writing skills.
Demonstrated ability to be multitask-oriented, self-directed, to make decisions, and to meet deadlines and manage changing priorities while maintaining a high level of service.
Demonstrated ability to work positively and professionally with the public and College staff both in individual and group settings.
Superior accuracy and professional judgment are required.
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