Administrative Assistant to School of Trades

EXISTING CNC CUPE Employees:
Employment Status Part Time Employment Type Fixed Term Job Summary

Workload organization, setting priorities, screening and handling of telephone calls and enquiries, referrals to Division Dean or faculty. Verifies time sheets, approve purchase requisitions. Independent decision making on a day-to-day basis regarding the normal operation of the office using technical skills, problem solving and good judgement.

Specific Duties

**Division Dean**:

- Provide confidential administrative service to the Dean, Associate Dean, and Operations Manager.
- Evaluate all situations concerning students whether they need to be referred to the Dean or another department or faculty. Students and staff can be at all levels of emotional range when they enter the Dean’s area.
- Schedule and co-ordinate faculty and operational staff interviews.
- Prepare documents relating to faculty appointments and operational staff hiring
- Transcribe, draft, prepare and type correspondence and reports.
- Assist in budget preparation, maintenance and review including reconciliation and capital requests.
- Maintain an awareness of pertinent Collective Agreements and their provisions.
- Maintain up-to-date knowledge of College Information Systems for student and employee inquiries.
- Produce various reports in purchasing, financial services and human resources including such reports as course timetables, class lists and course section enrolments.
- Primary liaison for own division as well as others when needed.
- Assist Dean with preparation of annual Training Plan and maintain Training Plan information for all CNC Campuses on Provincial Website.
- Responsible for reconciling receipts on the Purchasing Cards (M/C) for the Administrators
- Schedule and co-ordinate appointments and maintain daily calendar for administrators.
- Screen and respond or refer telephone calls and enquiries.
- Book and process travel arrangements for administrators
- Schedule and co-ordinate meetings, book rooms and order refreshments.
- Distribute agenda and record, transcribe and distribute minutes of divisional meeting.

**Faculty/Division**:

- Establish and maintain the organization of division office files (personnel, contact lists, liaison with external institutions).
- Liaise with Trade Department Coordinators & Coordinate Advisory Committee.
- Attend Advisory Committee meetings, record & distribute minutes and reports.
- Coordinate and book computer labs in Trades buildings.
- Provide assistance to the division (word processing, spreadsheets, power-point).
- Train and assist new faculty and operational staff with telephone voice messaging system and computer set-up (shared drives, list serves, and accounts), provide technical or functional guidance to other staff.
- Work closely with support services (purchases on p-card or requisitions, cheque requisitions, petty cash, vehicle reservations).
- Order and monitor the use of supplies (business cards, keys).
- Coordinate, schedule and administer the faculty evaluations process maintaining the highly confidential nature of this activity.
- Create and maintain course evaluations and some on survey builder.
- Responsible for replacing operational staff from casual pool.
- Format tests and forms on computer for faculty.
- Maintain records of faculty and operational staff vacation, illness and professional development and compile summarized PD report for Board.
- Act as a resource person for faculty, students, staff and community on CNC and divisional program related items.
- Process travel arrangements for faculty, and operational staff (conferences and articulation)
- Verify and approve time sheets for all faculty and staff as required
- In conjunction with faculty, find members and solicit input, draft, and distribute agenda for a variety of internal and external committees (advisory, program review).
- Distribute timetabling information to faculty.
- Conduct student reports on teaching.
- Attend annual curriculum review meeting, record and distribute minutes and reports.
- Maintain program web pages.
- Conduct tours of division programs.
- Deliver urgent messages to students.
- Coordination of apprenticeship courses, including student recruitment and liaising with industry.
- Coordination of trades and technologies events (may include Regional Skills Competition, trades days, etc.)
- Notify students when course has been cancelled.
- You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners.
- You will promote a positive work atmosphere by interacting and communicating in a professional manner that demonstrates mutual respect with students and colleagues.
- Other duties as assigned.

Skills & Qualifications
- Recognized two (2 ) year diploma in Business Administration.
- 3 years or more In Administrative support position, preference given to experience in