Administrative Assistant to the Office of Indigenous Education - Jobs in Kamloops, BC

Job Description

Application RestrictionsOpen to both Internal and externalJob TypeSupport Staff (CUPE)Posting In effect from3/5/2021Closing Application Date17/5/2021Closing date for internal CUPE applicants17/5/2021Internal CUPE applicants must submit their application by 4pm on the “closing date for internal CUPE applicants” for their Seniority to be recognized. If the position is still open after that date they will be considered alongside external applicants.Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filledFull/Part TimePart TimeSupport TypeOngoingAnticipated Start Date24/5/2021Position End Date (If Applicable)The Hours of work are subject to change depending upon departmental requirementsScheduleVariedSchedule DescriptionMonday to Wednesday 8:00 am-4:00 pmDUTIESProvides a wide range of administrative, clerical, and financial support services to the Executive Director, and to others working with the Office of Indigenous Education.MAJOR DUTIES & RESPONSIBILITIESProvides day-to-day administrative support to the Executive Director, Office of Indigenous Education 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 projectsActs as liaison between the Executive Director, Office of Indigenous Education and the Provost's Office, 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 Executive Director, Office of Indigenous Education, as required; word processing a variety of correspondence, contracts and agreements for the Executive Director, Office of Indigenous Education.Schedules appointments and coordinates staff (including schedule management for the Executive Director), interdepartmental, Qelmúcw Affairs Committee, 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, Qelmúcw Affairs Committee, and community meetings; takes minutes and distributes to relevant parties in a timely manner.Responsible for training and on-boarding of all new Office of Indigenous Education staff; online resources, HR/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 database of the Office of Indigenous Education internal and external MOU's, partnership agreements, Indigenous community contacts.Recommends professional development opportunities for the Office of Indigenous Education staff.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 as required.Receives, stamps, sorts and distributes mail; maintains office supplies inventory.Maintains and updates relevant websites and social media as required.REPORTS TOExecutive Director, Office of Indigenous EducationQUALIFICATIONSEDUCATIONUndergraduate degree in a related disciplineEXPERIENCEFive years related administrative experienceSKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOBExtensive knowledge, understanding and experience working with Indigenous communities, faculty and staffDemonstrated ability to communicate effectively both verbally and in writing to a variety of audiences, including both academics and community partnersDemonstrated ability to use MS Office (Word, Excel, and PowerPoint) applications at an advanced skill levelAbility to accurately perform electronic word processing at a minimum 60 wpmDemonstrated ability to use web development and content management applicationsAbility to deal with staff, students, colleagues and external vendors with courtesy, discretion and tact; ability to deal with difficult situations quickly and appropriatelyAbility to take directions and exercise considerable independent actionAbility to plan, organize and prioritize work while managing multiple, diverse and competing priorities to meet deadlinesAbility to maintain attention to detail in a complex work environmentAbility to operate related equipment such as photocopiers, fax machines, telephones, audio-visual and teleconferencing equipmentWORKING CONDITIONSSitting at desk and computer for long periods of timeGeneral office conditionsAbility to lift weights up to 10 kgTravel requiredPlease Note: If you are selected for interview, External Candidates will be required to bring a copy of their transcripts to the interviewThe 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 -> Indigenous Education -> Aboriginal ServicesDiversity 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 Color, 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 Career website.