Administrative Assistant – Leadership Support Team, Committees & Working Groups - Jobs in Courtenay, BC

Job Description

Posting NumberPosting Number SS0264Position InformationDivision Office of PresidentDepartment College Governance & StrategySupervisor Title Manager, Leadership Team OperationsLocation Comox Valley(CV)Posting Type Internal/External PostingPosition Status RegularIf Others, please specifyDesired Start Date 08/29/2022Position End Date (if temporary)Weekly work schedule (please indicate the start and end times for each day of work)8:30-4:30 exact days to be confirmed% 60Pay Grade K (interim): $29.23-$31.06Position SummaryReporting to the Manager, Leadership Team Operations, the Administrative Assistant – Leadership Support Team, Committees and Working Groups, provides a full range of effective and efficient high-level administrative support to all members of the Leadership Team, as well as chairs of designated committees, boards and working groups.The Administrative Assistant – Leadership Support Team, Committees & Working Groups collaborates with all members of the Leadership Support Team to ensure the smooth functioning of the team, the effective flow of information, and the timely completion of tasks.NIC is an inclusive College, and accordingly, the Administrative Assistant, Leadership Support Team, Committees & Working Groups, must demonstrate a strong commitment to teamwork, collaboration, equity, and inclusion. The Administrative Assistant- Leadership Support Team, Committees & Working Groups is aware of the Mission and Vision of North Island College, incorporating and practicing the values in everything they do.Position Competencies

• Job Knowledge
• Judgment
• Teamwork
• Planning & Organization
• Customer Service Excellence
• Communication & Interpersonal Skills

Duties & Responsibilities1. Primary administrative support to the Research Ethics Board, Emeritus Selection Committee, and the Department Chairs Working Group (DCWG), liaising with each group’s chairs and designates, as required2. Responsible for committee/board/working group meeting requirements, including scheduling, room bookings, drafting agendas, preparation and distribution of meeting material and minutes/notes. Prepares and sends correspondence and follows up on each group’s actions, as applicable.3. Provides administrative support to the Common Faculty PD (CFPD) Committee, including but not limited to, scheduling committee meetings, preparing agendas, completing and circulating minutes and actions, sending out applicable correspondence with respect to calls for applications and adjudication decisions, and other administrative functions as required.4. Responsible for the receipt, processing, and recording of expense claims for the CFPD fund, including checking expenses against approved funding allowances and guidelines.5. Collaborates with other members of the Leadership Support Team to provide a range of high-level administrative activities to the Leadership Team including assistance with various projects as directed.6. Proactively uses refined problem-solving skills to address complex issues related to support of relevant committees, boards and working group, as well as the Leadership Team7. Applies well- developed critical thinking skills to develop innovative systems and processes that help improve communication, efficiency and organization for workflows of the Leadership Team, Leadership Support Team and the relevant working groups/committees/boards8. Utilizes strong analytical skills to review and screens applications submitted against established eligibility requirements, informing stakeholders of application status, where applicable9. Responsible for the ongoing development, maintenance, and content of SharePoint and websites relevant to the groups supported.10. Able to work independently and take initiative to manage a high-volume workflow11. Utilizes well-developed written communication skills to draft high-level correspondence to both internal and external stakeholders12. Provides research on issues of importance for committee/board/working group as needed, as well as assisting in the coordination and support of events or activities initiated by each group. This includes drafting proposals for group professional development, the development of work plans, tracking of event budgets, processing of payments, completion of expense reports, drafting of promotional material, and working with Marketing on events.13. Maintains official records, often of a confidential nature, on behalf of the Leadership Team, in accordance with College policies and Freedom of Information and Protection of Privacy Act (FOIPPA).14. Maintains, tracks, and updates database of internal and external education partnership agreements on the SharePoint site. Notifies administrator responsible when agreements are expired or near expiration. Works with the Manager, Leadership Team Operations to develop new processes to support the efficient and effective oversight of this area.15. Collaborates with other members of the Leadership Support Team to provide a range of high level administrative activities to the Leadership Team including assistance with various projects as directed.16. Maintains status records of NIC Policy Review and New Program Development and posts updates to SharePoint17. Actively contributes to a team environment that fosters and develops effective working relationships and collaborative work practices18. Maintains awareness of emerging workplace and educational technologies and participates in relevant professional development and knowledge sharing opportunities.Required Education & Experience1. Two year Post Secondary Diploma or two full years of Bachelor-level study in public or business administration, or a related discipline relevant to the position.2. Over five years’ related senior level administrative experience, preferably in a post-secondary environment.Required Knowledge Skills & Abilities1. Motivated self-starter with exceptional team-work skills2. Superior organizational and time management skills with demonstrated ability to handle multiple tasks under competing deadlines3. Strong analytical skills, attention to detail, and ability to demonstrate sound judgement, diplomacy and tact4. Excellent written communication skills5. Well-developed oral and interpersonal communication skills with the ability to communicate professionally and effectively with individuals at all levels within the College in a variety of consultative and collaborative processes6. Ability to plan and prioritize tasks efficiently to meet deadlines in an environment of changing priorities and high volume during peak periods7. Demonstrated ability to maintain effectiveness and accuracy in a changing and diverse work environment, responding to change with a positive attitude8. Proven experience in dealing with and maintaining a high degree of confidentiality and sensitivity9. Advanced level of proficiency with MS Word, including accurate word processing skills of at least 60 words per minute10. Advanced level of proficiency in Microsoft Office Suite (PowerPoint, Excel) and Outlook 365 applications, including Teams and SharePoint, Adobe Acrobat and videoconferencing11. Ability to create and edit web parts under SharePoint.12. Experience working with large database systems, such as Colleague, is an asset.13. Knowledge of the College’s policies, procedures, and educational processes, and/or of the post-secondary system in BC is an asset.

• Applicants should be prepared for testing

Special Instructions to ApplicantPlease scan copies of your transcripts into one document for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution.Posting Detail InformationPosting Open Date 07/27/2022Posting Close Date 08/09/2022Open Until Filled NoQuick Apply

• Terms & Conditions
• New Privacy
• Privacy Center
• Accessibility

For Job Seekers

• Browse Jobs
• Advanced Job Search
• Emplois Quebec

For Employers

• Post a Job

Stay Connected