Administrative Assistant, Indigenous Matters - Jobs in Kamloops, BC

Job Description

Application RestrictionsOpen to both Internal and externalJob TypeSupport Staff (CUPE)Posting In effect from1/11/2022Closing Application Date16/11/2022Closing date for internal CUPE applicants16/11/2022Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled.Internal CUPE applicants must submit their application by 4pm on the “closing date for internal CUPE applicants” for their Seniority to be recognized. Applications received after the "closing date for internal CUPE applicants" will be considered alongside external applicants.Full/Part TimePart TimeSupport TypeOngoingAnticipated Start Date8/11/2022Position End Date (If Applicable)The Hours of work are subject to change depending upon departmental requirementsScheduleVariedSchedule Description.60 FTE and flexibleDUTIESProvides a wide range of administrative, clerical, and financial support services to the Special Advisor, and to others working with the Office of the President.MAJOR DUTIES & RESPONSIBILITIES

• Provides day-to-day administrative support to the Special Advisor to the President on Indigenous Matters by organizing workflow and determining priorities in order to meet the needs and requirements of the department; resolves day-to-day problems; handles sensitive material.

• Schedules tasks, deadlines and milestones for all project stakeholders and administers and monitors resources related to assigned projects on a day-to-day basis, including tracking project budgets in collaboration with Finance; monitors and reports weekly/monthly on the progress of projects.

• Acts as liaison between the Special Advisor and the faculty, staff, external agencies, clients and/or contractors, Indigenous and non-Indigenous community partners.

• Performs secretarial duties such as receiving and screening incoming calls and materials, prioritizing items for the attention of the Special Advisor, as required; word processing a variety of correspondence, contracts and agreements for the Special Advisor.

• Schedules appointments and coordinates staff (including schedule management for the Special Advisor), interdepartmental, committees, and community meetings; locates and assembles background material for meetings; arranges physical facilities and equipment for meetings; orders catering for meetings.

• Prepares and circulates agendas and agenda packages for staff/inter-departmental, team meetings, committees, and community meetings; takes minutes and distributes to relevant parties in a timely manner.

• Responsible for training and on-boarding of all new Indigenous Matters staff; online resources, People & Culture/Finance Forms, timesheets, reporting, on/off campus contacts.

• Responsible for ensuring and coordinating all print, online, internal/external communications, including within the TRU community, and with local, provincial, national, and international audiences.

• Sets up and maintains a variety of records and files including files containing confidential and/or sensitive material such as personnel matters, contract/grants, programs and projects.

• Maintains and updates databases.

• Recommends professional development opportunities.

• Researches, recommends, and produces reports, statistics, newsletters, spreadsheets and charts for departmental monthly, quarterly and annual publications. Participates in the development of project policies and procedures.

• Makes travel arrangements and reservations; arranges conference registrations; arranges for special functions, books facilities, equipment, and assists in coordinating events and activities, collects fees and prepares honorariums.

• Receives, stamps, sorts and distributes mail; maintains office supplies inventory.

• Maintains and updates relevant websites and social media.

REPORTS TOSpecial Advisor to the President on Indigenous MattersQUALIFICATIONSEDUCATION

• Undergraduate degree in a related discipline

EXPERIENCE

• Five years related administrative experience

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Extensive knowledge, understanding and experience working with Indigenous communities, faculty and staff
• Demonstrated ability to communicate effectively both verbally and in writing to a variety of audiences, including both academics and community partners
• Demonstrated ability to use MS Office (Word, Excel, Teams, and PowerPoint) applications at an advanced skill level
• Ability to accurately perform electronic word processing at a minimum 60 wpm
• Demonstrated ability to use web development and content management applications
• Ability to deal with staff, students, colleagues and external vendors with courtesy, discretion and tact; ability to deal with difficult situations quickly and appropriately
• Ability to take directions and exercise considerable independent action
• Ability to plan, organize and prioritize work while managing multiple, diverse and competing priorities to meet deadlines
• Ability to maintain attention to detail in a complex work environment
• Ability to operate related equipment such as photocopiers, fax machines, telephones, audio-visual and teleconferencing equipment

WORKING CONDITIONS

• Sitting at desk and computer for long periods of time
• General office conditions
• Ability to lift weights up to 10 kg
• Travel required

The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.Pay BandCUPE Grade 08 $29.78Salary rateThis Position is not subject to a 90% start rate for new Employees.LocationKamloops, BC CA (Primary)# of Hires Needed1Organizational UnitThompson Rivers University -> Office of President and Vice-ChancellorDiversity and Inclusion Commitment:Thompson Rivers University is strongly committed to hiring based on merit with a focus on fostering diversity of thought within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, Indigenous, Black and People of Colour, persons with disabilities and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our Careers website. External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.Quick Apply

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