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Divisional Assistant

4 months ago

Kamloops, Canada Thompson Rivers University Full time
DUTIES & RESPONSIBILITIES
  1. Provides administrative support to the Supervisor(s) and Division by organizing workflow and determining priorities in order to meet the needs and requirements of assigned area; resolves day-to-day problems; handles sensitive 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. Acts as receptionist for the Division by receiving and screening visitors, providing information and directing to appropriate area and responding to general inquiries.
  4. Maintains Supervisor(s) calendar and appointment books; schedules appointments and arranges meetings; locates and assembles background material for meetings; arranges physical facilities and equipment for meetings.
  5. Prepares and circulates agendas and agenda packages for meetings; takes minutes and distributes to relevant parties.
  6. Sets up and maintains a variety of records and files including files containing confidential and/or sensitive material such as personnel matters and salary issues; maintains office supplies inventory.
  7. Gathers information and produces reports, statistics, newsletters, spreadsheets and charts.
  8. Makes travel arrangements and reservations; arranges conference registrations; arranges for special functions, books facilities and equipment and may assist in coordinating events and activities, collects fees as required. 
  9. Receives, stamps, sorts and distributes mail.
  10. Acts as liaison for divisional facilities and equipment concerns.


REPORTS TO
As Designated

QUALIFICATIONS

EDUCATION:

  • Two years' post-secondary education including the completion of a related certificate or diploma


EXPERIENCE:

  • Four years' administrative experience including two years' experience with electronic word processing and data entry


SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

  • Ability to perform electronic word processing at 60 wpm and data entry
  • The proven ability to take and transcribe minutes and correspondence at 70 verbal wpm
  • Ability to deal courteously and tactfully with staff, students and members of the general public
  • Ability to communicate effectively both verbally and in writing
  • Ability to exercise considerable independent action
  • Ability to plan and organize work
  • Ability to operate related equipment such as photocopiers, fax machines and audio-visual equipment


WORKING CONDITIONS

  • Sitting at desk and computer for period of time
  • General office conditions
  • Ability to lift weights up to 10 kg
  • Travel required

 

The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.