Dean’s Office Administrative Assistant

North Island College; Courtenay; On-site; CAD 68,000 - 74,000; Full time

Job summary

North Island College is seeking an Administrative Assistant to the Dean in the Faculty of Arts, Science and Management. The role provides essential administrative services for the Dean’s office, handling confidential materials, schedules and communications with internal and external stakeholders.

Key duties include coordinating travel, supporting hiring processes via People Admin, and assisting with the faculty evaluation process in line with collective agreements.

Qualifications

• Post-secondary Diploma in Business Administration required.
• Three to five years of senior administrative and secretarial experience in a post-secondary environment.
• Excellent organizational and time management skills with ability to plan multiple tasks and meet deadlines.
• Advanced proficiency with MS Office including Word, Excel, PowerPoint and Access.

Responsibilities

• Provide administrative support to the Dean and the office of the Dean, representing the Dean in communications with internal and external stakeholders.
• Manage information and records, implement administrative systems, and handle confidential material.
• Be the first point of contact and coordinate communications for the Dean.
• Coordinate office operations, including documents, retention systems, and travel arrangements.
• Assist in hiring processes using NIC’s online recruitment system People Admin from posting to appointment.
• Support faculty evaluation coordination as per collective agreements.
• Maintain knowledge of policies, labour agreements, and College procedures.
• Oversee budgets and contracts relevant to the Dean’s Office to ensure fiscal stability.
• Coordinate regional programming and monitor course enrollments for adjustments.
• Assist with schedule of meetings with Department Chairs and Dean’s calendar.

Skills

Excellent organizational skills

Strong communication & interpersonal

MS Office proficiency (Word, Excel, PP

Team collaboration

Education

Post-secondary Diploma in Business Administration

Tools

People Admin

Job description

North Island College is seeking an Administrative Assistant to the Dean in the Faculty of Arts, Science and Management. The role provides essential administrative services for the Dean’s office, handling confidential materials, schedules and communications with internal and external stakeholders.

Key duties include coordinating travel, supporting hiring processes via People Admin, and assisting with the faculty evaluation process in line with collective agreements.