NLC-2131: Administrative Assistant, Senior Director, Facilities and Ancillary Services
2 weeks ago
Additional Information:
For over 50 years, the Northern Lakes College vision has been to increase accessibility to educational opportunities. With 25 locations across northern Alberta, program sites throughout Alberta, and a unique Supported Distance Learning model, students can access quality educational opportunities without leaving their community. Students can study from the comforts of home, work, on the road, or from one of the many College locations. Northern Lakes College offers a variety of university transfer, diploma, and certificate programs, including Academic Upgrading, Business & Administrative Studies, Health & Human Service Careers, Pre-Employment & Apprenticeship Trades, Resource Technology, University Studies, and Continuing Education & Corporate Training certificates and courses. We support and promote professional development and wellness opportunities, and provide our employees with an attractive benefits plan and competitive salaries.
The College service region offers numerous recreational activities for the entire family to enjoy
Northern Lakes College has the following full time ongoing position:
Administrative Assistant, Senior Director, Facilities and Ancillary Services
Reference #NLC-2131
Salary Range: $49,428 to $60,648 per year
Location: Slave Lake
Start date: May 2024 to ongoing
Qualifications:
The successful candidate must possess a Certificate in Office Administration or Business Administration;3 – 5 years of experience in an office environment;Strong computer skills in Microsoft Office (Word, Excel, Outlook, Teams);Excellent customer service and organizational skills;Ability to work in a fast-paced environment;Must provide a clean criminal record check;A combination of work experience, training and education may be considered;Suggested Additional Qualifications:
Finance experience with AR/AP would be considered an asset.Experience with a CMMS is preferred.Successful candidate must provide University or College Transcripts to Human Resources prior to commencement.
Northern Lakes College, Human Resources, 1201 Main Street SE, Slave Lake, AB T0G 2A3
Northern Lakes College thanks all applicants for their interest in employment; however, only those candidates selected for interviews will be contacted.
Position Description
Title: Administrative Assistant, Senior Director, Facilities & Ancillary Services
Department: Facilities and Ancillary Services
Major Job Function:
Reporting to the Senior Director, Facilities & Ancillary Services, this position is responsible for administrative support to facilities and all college program areas utilizing facility services.
Duties and Responsibilities:
Direct calls to the appropriate staff. Must know the duties of others in College.Acquisition of supplies for program areas. This includes preparing the purchase orders and ordering of the supplies. Keeping an inventory of basic office supplies.Properly code invoices for signature, generate P.O. and dispatch invoices.Filing information in a manner consistent with the College Records Management procedures. Ensure confidentiality of all documents.Answer basic inquiries from staff, students, sponsors and the public. This is done in person, on the phone or by e-mail.Operate and maintain the office equipment; Fax, Photocopier, Scanner, Telephone, Printer. This includes the speed dial lists.Produce word processing, spreadsheet and database documents for the Director and program areas.Sort and properly distribute the incoming and outgoing mail.Maintain service records and vehicle logs for Fleet and assigned vehicles.Represent the Facilities area at meetings such as the Workflow meetings and committee meetings.Record and distribute minutes from meetings. Types of meetings include staff meetings and those required by the Director.Liaison with Finance department to reconcile invoicing issues.Contracts; negotiating, execution, renewals, progress inspections/verificationsLeasing; filing, renewals, negotiations, execution.Insurance; completing applications, updating as required, certificate of Insurance, financial coding and verify coverage prior to invoice payment, ensuring all documents are distributed i.e. liability cards.Provide direction/support to Housing Administrators.Data entry and report retrieval from applications used by Facilities such as E-compliance, MMOS, Net Facilities, VFA, Unit 4.Other duties as required from time to time. This would include, but not be limited to, such activities as, covering off on the Facilities Helpdesk, Resident check in-out, report preparation, room & space booking.Skills / Knowledge:
Time Management Skills;Good Computer knowledge, especially Microsoft Office, e-mail;Keyboarding skills of 40+ wpm;Excellent communication skills, both verbal and written;Good proofreading skills;Knowledge of purchasing procedures;Knowledge of College; policies, procedures, and regulations.Contacts (Internal and External):
College communityOther CollegesVendors/SuppliersGovernment AgenciesQualifications:
The successful candidate must possess a College Certificate in Office Administration or Business Administration;3 – 5 years of experience in an office environment;Strong computer skills in Microsoft Office (Word, Excel, Outlook, Teams);Excellent customer service and organizational skills;Ability to work in a fast-paced environment;Must provide a clean criminal record check;A combination of work experience, training and education may be considered.Suggested Additional Qualifications:
Finance experience with AR/AP would be considered an asset;Experience with a CMMS is preferred.Competitive salariesVacation time ranging from three to eight weeksExcellent health and dental benefitsLife and disability insurancePension plans with employer contributionsComprehensive employee and family assistance programProfessional development opportunities
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