Administrative Assistant, External Relations

Position Information

**Position Title**
- Administrative Assistant, External Relations**Position Summary**
- The External Relations team is looking for another member for their growing team and invites you to join us as an Administrative Assistant.
- The Administrative Assistant, External Relations is responsible for providing administrative support to the External Relations Division. This position will support the leadership team which consists of the Associate Vice President, External Relations, Operations Manager, Philanthropy Manager, Associate Vice President, Strategic Communications and Marketing, Marketing Manager, and the Communications Manager. The incumbent is expected to work independently and as a team member to perform a wide variety of administrative support services, all of which contribute to the efficient and professional operation of the division.**Position Responsibilities**
- The Administrative Assistant will have a genuine appreciation for and demonstrated understanding of protocol, discretion, and professionalism. The incumbent will have the ability to interpret and make decisions in accordance with prescribed procedures and practices of the organization. The incumbent must be able to demonstrate the ability to maintain confidentiality, diplomacy, and tact at all times. This position may have the opportunity to be a part of committees and work on projects.
- Provides support to the AVP, External Relations, AVP, Strategic Communications and Marketing, and division managers while maintaining confidentiality, accuracy, tact and respect at all times.
- Perform monthly credit card reconciliation for the Management team and submits to Finance.
- Reconciles requisitions by matching invoices to requisitions, entering the information into Banner, code, ensuring appropriate signatures, follow-up on any outstanding information, and submit to Finance.
- Assists with reconciling purchase orders and ensure invoices are submitted to Finance.
- Assists in data collection and collating of information as requested from leadership team.
- Inputs data into Banner and runs Cognos reports as needed.
- Supporting our Systems and Database Coordinator, External Relations with data entry projects and tasks.
- Tracks and monitors office supply spending budgets across division; Orders office supplies and ensures supplies are available; Orders name tags and business cards.
- Ensures new staff & faculty have access to resources, tools, and working spaces required.
- Coordinates the Employee Code of Conduct and Conflict of Interest sign-off process and tracks completion of documentation.
- Coordinates division specific onboarding for new staff and faculty, working with other division Administrative Assistants.

**Required Qualifications**
- Completion of a 1-year college certificate, one year University or equivalent
- Proficient in Microsoft Office 365 including Word, Excel, SharePoint, Teams
- Proficient in analytical, organizational and time management skills to complete work with accuracy and attention to detail
- Professional communication skills (oral and written) and ability to engage effectively and professionally with individuals at all levels of the organization and external contacts
- Strong interpersonal skills with the ability to work collaboratively with a wide variety of stakeholders
- Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office
- Demonstrated capacity to exercise sound judgement in sensitive situations and maintain strict confidentiality

**Preferred Qualifications**
- Two (2) years of post-secondary training, completion of a community college certificate in Business administration
- Experience in Marketing, Communications, Philanthropy, Donor Relations, or Alumni is preferred
- Experience in the administrative academic environment, including experience working with management teams in a complex, unionized environment

**Salary or Hourly?**
- Salary**Salary**
- $42,598 - $49,833 annually**Benefits and Compensation Information**
- Red Deer Polytechnic offers a comprehensive benefits package including extended health and dental care through Blue Cross, access to a health spending account, pension plan, Employee & Family Assistance Program, generous vacation allotments, credit tuition waivers and opportunities for professional development funding. Additional time off due to Institution closures between Christmas and New Year general holidays. Eligibility to access the above mentioned benefits dependent upon the CUPE Collective Agreement and related RDP policies.**About Red Deer Polytechnic**

**Red Deer Polytechnic** has been a pivotal part of central Alberta for nearly six decades. Since our story began as Red Deer College in 1964, we have proudly served our learners and communities with diverse programs, as well as impressive learning spaces and facilities.- In the spring of 2021, our institution was officially granted status a