Assistant, Adventure Studies

Provides a wide range of confidential administrative, coordination, student advising and financial support services to the Adventure Studies Department.  Responsible for the daily administrative operation of the Adventure Studies Department. 

MAJOR DUTIES AND RESPONSIBILITIES

1. Provides administrative support to the department and Chairperson by screening all incoming communications, organizing workflow and determining priorities in order to meet the needs and requirements of the assigned area; resolving day-to-day problems and handling sensitive, confidential material. 
2. Performs duties such as receiving and screening incoming calls and materials, prioritizing items for the attention of the Supervisor(s), word processing a variety of correspondence, contracts and agreements. 
3. Provides general office support such as:  maintaining Chairperson's calendar, scheduling appointments and arranging meetings.  Word processes a variety of correspondence, receives, stamps, sorts and distributes mail; maintains office supplies inventory.  
4. Takes minutes, prepares and circulates agendas and agenda packages for meetings.  Maintains a variety of records and files that often are confidential.
5. Acts as a receptionist for the Adventure Department by receiving and screening visitors, providing information and directing to appropriate area and responding to general inquiries.
6. Provides administrative oversight for all Personal Service Agreements, Sessional contracts, all domestic and international travel request/travel expenses for all sessional employees.  Creates and maintains databases. 
7. Acts as liaison between internal contacts, external agencies, clients, and/or contractors/vendors.  Advises external agencies and third-party providers of course logistical requirements such as helicopter capacity, field locations, and/or requirements.  Makes decisions about bookings of suitable field course venues and associated logistical requirements. React and use judgement to assist in alternative course direction if course cancellation occurs.
8. Advises students face-to-face or by email regarding, course planning, course conflicts, course schedules and tuition payments.  Provides registration information to students and faculty by printing schedules, transcripts, class lists, waitlists and transfer credits.  Advises students regarding course selection with third-party providers. Advises students regarding industry career paths and specific job requirements.
9. Provides registration oversight by assessing new applications to determine completeness and audits student records to determine graduation requirements. 
10. Gathers information and produces reports, statistics, newsletters, spreadsheets and charts.
11. Manages all communication and marketing strategies for department with strategic consideration of industry stakeholders, potential students and current students.  This includes coordinating and managing social media, website, newsletters, trade shows and other public relations efforts as required.  Implements communication strategies that builds upon industry knowledge and personal contacts.
12. Coordinates conferences, events, special functions and activities such as student gatherings and annual alumni party.  Books facilities and ensures proper equipment is in place.
13. Works with Chairs to facilitate administrative tasks using institutional platforms, including, but not limited to:  updates TRU course schedule by using Curricunet; provides updates to calendar copy (Adventure Studies Section); assists in managing the scheduling (DCU) system as well as interfacing with BANNER; assists with workload management and data entry into the Faculty Workload Planning Tool; develops, tracks and completes HR requisitions within Deltek Talent Management.
14. Acts as liaison for divisional facilities and equipment concerns.

REPORTS TO

Manager of Operations, Faculty of Adventure, Culinary Arts and Tourism

 

EDUCATION

• Two-year post-secondary diploma in Business Administration (or equivalent)

EXPERIENCE

• Three years related administrative or coordination experience in the Adventure Industry.  This includes the ability to carry out the following:  program logistics, coordinate field course locations, coordinate field course logistics (such as determining appropriate facilities, helicopters, etc.), student career path counselling and course advising, coordinate program options and implement last-minute course changes due to external factors such as weather, avalanche conditions, river water levels.

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Understands adventure sports and related disciplines and has working knowledge of adventure sports industry and certifying bodies such as:  The Association of Canadian Mountain Guides, Canoe Kayak British Columbia, The Sea Kayaking Guides Alliance of British Columbia, Paddle Canada, etc.
• Ability to communicate effectively both verbally and in writing to a variety of audiences, including academics and community partners/contractors/vendors and/or sessional employees
• Advanced computer knowledge with a high level of understanding with Microsoft Word, Excel, Access, PowerPoint and web page management systems
• 45 wpm typing speed is required
• Ability to deal with staff, students, colleagues and external vendors with courtesy, discretion and tact; ability to deal with difficult situations appropriately
• Ability to exercise considerable independent action, based on good judgment
• Ability to plan, organize and prioritize work while managing multiple, diverse and competing priorities to meet deadlines
• Ability to operate related equipment such as photocopiers, fax machines, scanners, and audio visual equipment

WORKING CONDITIONS

• Sitting at desk and computer for long periods of time
• General office conditions
• Ability to lift weights in excess of 10 kg
• Travel required