Administrative Assistant to Educational Administrators (Community & Continuing Education)

College of New Caledonia; Prince George; On-site; CAD 45,000 - 60,000; Full time

Job summary

A community-focused educational institution is seeking an Administrative Assistant to support educational administrators. The role involves providing general office support, assisting in hiring processes, and managing various administrative tasks. Ideal candidates should hold a two-year diploma in Business Administration and have at least four years of relevant experience. Strong interpersonal skills and a commitment to service excellence are essential for this position.

Qualifications

• Minimum of four years’ experience at a similar administrative level.
• Demonstrated understanding of the post-secondary education system.
• Proficient in appropriate technological resources.
• Minimum keyboarding speed of 60 wpm.

Responsibilities

• Provide general office support for educational administrators.
• Assist in the recruitment of divisional employees.
• Manage scheduling and coordination of program meetings.
• Transcribe, draft, and prepare correspondence and reports.

Skills

Interpersonal skills

Initiative

Judgement

Technological proficiency

Service excellence

Education

Two-year diploma in Business Administration

Job description

Administrative Assistant to Educational Administrators (Community & Continuing Education)

This position will work in collaboration with program portfolios in the assigned academic division. Under the direction of the educational administrators, this position will provide confidential senior administrative services to meet the various and emerging needs of the division.

Responsibilities include:

• Provide general office support for educational administrators.
• Assist in the recruitment of divisional employees.
• Prioritize assignments and opportunities effectively.
• Distribute agenda and record, transcribe and distribute minutes of program and/or divisional meetings.
• Coordinate, schedule and administer the course evaluation process.
• Assist other staff in organizing all aspects of an accreditation process.
• Assist programs with short-term replacement of faculty and operational staff.
• Coordinate requests for guided tours of division or related areas.
• Maintain an inventory of office supplies and other business/program related items.
• Distribute, collect, and keep record of book orders.
• Reconcile receipts on the Purchasing Cards.
• Assist in budget preparation, maintenance, and review.
• Triage all situations concerning students.
• Provide receptionist service and act as the primary liaison for own division.
• Receive, respond, and process various types of communication.
• Transcribe, draft, prepare, and type correspondence and reports.
• Coordinate and complete program advisory committee tasks.
• Develop effective project and communication strategies and tools for the division.
• Establish and maintain the organization of division office files.
• Initiate, circulate, and store clearance forms for all sessional and part time faculty and staff.
• Collect, collate and update course data and publish where required.
• Verify and submit time sheets for all employees.
• Track and follow up on various program requirements for faculty, staff, and students.
• Assist in preparation of faculty workloads and workload reports.
• Maintain records of employee vacation, illness and professional development requests.
• Initiate and process claim forms for specially funded contracts.
• Distribute and collect monthly safety inspection information.
• Collate, distribute and store timetabling information.
• Collate, track, and store documentation required for program reviews, Education Council approvals and external accreditation processes.
• Initiate and prepare new hire documents, and outside instructional service contracts.
• Facilitate onboarding and support orientation of new employees.
• Coordinate, schedule and administer the faculty evaluation process.
• Maintain an awareness of pertinent Collective Agreements and their provisions.
• Maintain up-to-date knowledge of College software systems.
• Maintain up-to-date knowledge of CNC policies and procedures.
• Support and contribute to a positive learning environment.

Requirements:

• Recognized two-year diploma in Business Administration.
• Minimum of four years’ experience at a similar administrative level.
• Demonstrated understanding of the post-secondary education system.
• Demonstrated commitment to service excellence.
• Good knowledge of relevant office procedures and practices.
• Proficient in appropriate technological resources.
• Minimum keyboarding speed of 60 wpm.
• Excellent interpersonal skills.
• Demonstrates initiative and judgement at senior administrative level.

The College of New Caledonia is an equal opportunities employer and welcomes applications from diverse candidates. We are committed to employment equity and encourage applications from qualified candidates who reflect the diversity of our community.