Administrative Coordinator, Health and Social Development
4 weeks ago
Competition Details
Position Information Position Number S00170 Position Title Administrative Coordinator, Health and Social Development Division/Portfolio Health and Social Development Department/Program Portfolio Dean's Office (P5) Location Kelowna Other Flexible Work Options Your Opportunity Under the direct supervision of the Dean, Health and Social Development, the Administrative Coordinator provides comprehensive administrative support and assistance to the Dean, Associate Deans, Department Chairs, and instructional staff. This role involves planning, implementing, and coordinating administrative support services within the portfolio. The Administrative Coordinator supervises Support Staff employees within the Dean’s Office. Functions and Duties 1. Administrative & Dean Support:• Provides administrative and office support to the Dean, Associate Deans, and Portfolio.
• Drafts confidential and sensitive correspondence, documents, reports, etc. for signature, and maintains a confidential filing system.
• Assists with updating Portfolio planning documents, including budget, operational, and workforce planning documents.
• Manages the Dean and Associate Deans’ schedules and calendars; organizes and schedules conferences, workshops, meetings, etc.
• Identifies and resolves scheduling conflicts; makes travel arrangements for the Dean and Associate Deans.
• Schedules and attends department chair meetings and records minutes.
• Ensures portfolio orientation, standard operating procedure, and policy manuals are current.
• Coordinates the office assignments for the portfolio, in consultation with the Campus Administrators.
2. Supervision:
• Supervises assigned support staff employees, including assignment of duties, health and safety, orientation, training and staff development, recognition and reward, performance management and evaluation, scheduling, prioritization of work requirements and in consultation with the Dean, completes recruitment and selection, as well as disciplinary action, as required.
• Leads, guides and motivates staff in maintaining high performance standards and customer satisfaction levels
3. Financial & Operational Coordination:
• Monitors the Division’s expenditures and assembles financial/budget data.
• Assists in the budget process and collaborates with Financial Services for annual planning.
• Prepares financial documents for approval.
• Routes business contracts, license agreements, and other approvals.
• Manages financial documents and ensures adherence to submission timelines.
4. Event & Program Management:
• Organizes and schedules conferences, workshops, meetings, and other events.
• Schedules and attends department chair meetings, recording minutes as needed.
• Manages the entrance and exit process for new and outgoing employees.
5. Team Development & Support:
• Assists with the recruitment and selection process for Portfolio positions.
• Tracks and administers employee evaluations for the Portfolio.
• Ensures Portfolio orientation, standard operating procedure, and policy manuals are current.
• Coordinates health and safety regulations and training for Support Staff.
6. Miscellaneous Responsibilities:
• Assistant Program Advisory Committees and other committees as required.
• Manages records for vacations, illnesses, professional development, and other absences.
• Performs other duties as assigned by the Dean.
Education and Experience Graduation from a two-year community college program in Business Administration or equivalent. Minimum of four years related experience in an administrative role, preferably within a post-secondary or educational environment. Skills and Abilities • Proven project management skills and excellent organizational, budgeting and financial management skills.
• Team player with an aptitude for working in a collegial and collaborative environment.
• Ability to deal tactfully and diplomatically with internal and external contacts.
• Must be flexible and able to manage high work volume and conflicting priorities in order to meet deadlines.
• Strong written and verbal communication skills.
• Strong analytical skills and creative problem solver.
• Ability to plan and think strategically.
• Excellent computer skills with proficiency using Microsoft Office, and complex databases (Banner, Argos, FAST, POST), as well as the ability to generate and analyze reports.
Preferred Qualifications Desired Start Date 06/03/2024 Position End Date (if temporary) Schedule Annual Salary/Hourly Rate Range $61,316 to $85,843. Typical Hiring Range $73,580 to $81,755. Appointment Type Exempt - Continuing Full-time Special Instructions to Applicants Employee Group Excluded Posting Detail Information Competition Number C002783 Posting Open Date 04/24/2024 Posting Closing Date 05/12/2024 Open Until Filled No Inclusion Statement Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application
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