Administrative Assistant to School of Trades & Technologies (Part Time) - Jobs in Prince George, BC

Job Description

EXISTING CNC CUPE Employees: For all Administrative postings please disregard the following statement. For CUPE postings please refer to Article 9.01 (d) of the CUPE Collective Agreement to ensure you have met the eligibility requirements to apply to CUPE competitions.Employment Status Part Time Employment Type Fixed Term Job SummaryWorkload organization, setting priorities, screening and handling of telephone calls and enquiries, referrals to Division Dean or faculty. Verifies time sheets, approve purchase requisitions. Independent decision making on a day-to-day basis regarding the normal operation of the office using technical skills, problem solving and good judgementSpecific DutiesDivision Dean:

• Provide confidential administrative service to the Dean, Associate Dean, and Operations Manager.
• Evaluate all situations concerning students whether they need to be referred to the Dean or another department or faculty. Students and staff can be at all levels of emotional range when they enter the Dean’s area.
• Schedule and co-ordinate faculty and operational staff interviews.
• Prepare documents relating to faculty appointments and operational staff hiring
• Transcribe, draft, prepare and type correspondence and reports.
• Assist in budget preparation, maintenance and review including reconciliation and capital requests.
• Maintain an awareness of pertinent Collective Agreements and their provisions.
• Maintain up-to-date knowledge of College Information Systems for student and employee inquiries.
• Produce various reports in purchasing, financial services and human resources including such reports as course timetables, class lists and course section enrolments.
• Primary liaison for own division as well as others when needed.
• Assist Dean with preparation of annual Training Plan and maintain Training Plan information for all CNC Campuses on Provincial Website.
• Responsible for reconciling receipts on the Purchasing Cards (M/C) for the Administrators
• Schedule and co-ordinate appointments and maintain daily calendar for administrators.
• Screen and respond or refer telephone calls and enquiries.
• Book and process travel arrangements for administrators
• Schedule and co-ordinate meetings, book rooms and order refreshments.
• Distribute agenda and record, transcribe and distribute minutes of divisional meeting.
• (repetitive)

Faculty/Division:

• Establish and maintain the organization of division office files (personnel, contact lists, liaison with external institutions).
• Liaise with Trade Department Coordinators & Coordinate Advisory Committee.
• Attend Advisory Committee meetings, record & distribute minutes and reports.
• Coordinate and book computer labs in Trades buildings.
• Process incoming and outgoing mail and e-mail.
• Provide assistance to the division (word processing, spreadsheets, power-point).
• Train and assist new faculty and operational staff with telephone voice messaging system and computer set-up (shared drives, list serves, and accounts), provide technical or functional guidance to other staff.
• Work closely with support services (purchases on p-card or requisitions, cheque requisitions, petty cash, vehicle reservations).
• Order and monitor the use of supplies (business cards, keys).
• Coordinate, schedule and administer the faculty evaluations process maintaining the highly confidential nature of this activity.
• Create and maintain course evaluations and some on survey builder.
• Responsible for replacing operational staff from casual pool.
• Format tests and forms on computer for faculty.
• Maintain records of faculty and operational staff vacation, illness and professional development and compile summarized PD report for Board.
• Act as a resource person for faculty, students, staff and community on CNC and divisional program related items.
• Process travel arrangements for faculty, and operational staff (conferences and articulation)
• Verify and approve time sheets for all faculty and staff as required
• In conjunction with faculty, find members and solicit input, draft, and distribute agenda for a variety of internal and external committees (advisory, program review).
• Distribute timetabling information to faculty.
• Conduct student reports on teaching.
• Attend annual curriculum review meeting, record and distribute minutes and reports.
• Maintain program web pages.
• Conduct tours of division programs.
• Deliver urgent messages to students.
• Coordination of apprenticeship courses, including student recruitment and liaising with industry.
• Coordination of trades and technologies events (may include Regional Skills Competition, trades days, etc.)
• Notify students when course has been cancelled.
• You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners.
• You will promote a positive work atmosphere by interacting and communicating in a professional manner that demonstrates mutual respect with students and colleagues.
• Other duties as assigned.

Skills & Qualifications

• Recognized two (2 ) year diploma in Business Administration
• 3 years or more In Administrative support position, preference given to experience in an educational environment, at a similar level of responsibility or an equivalent combination of education and experience
• Minimum keyboarding speed of 50 wpm, with attention to detail.
• An ability to draft memos, letters and take notes as required.
• Proficient in appropriate technological resources including the following areas:

• Word processing
• Spreadsheet construction and application
• Database application
• Web maintenance
• E-mail, Internet and Web based research

• Good knowledge of relevant office procedures and practices with attention to details as required for the planning, implementation and evaluation to various reports and projects
• Demonstrates initiative and judgement at senior administrative level.
• Schedules and organizes workload with little or no supervision and an ability to work toward critical deadlines, with time constraints and with frequent interruptions.
• Demonstrates conflict resolution skills.
• Excellent interpersonal skills with a high degree of sensitivity.
• Demonstrates problem-solving skills and works independently.
• Demonstrated understanding of the post-secondary education system, particularly in relationship to trades training.
• Demonstrated commitment to service excellence.
• Demonstrated positive experience and judgement in decision-making and problem-solving
• Proven ability to gather, analyse, integrate and summarize complex and varied material, and to provide accurate, complete and current information on short notice.
• Demonstrated initiative to stay informed about community and organizational changes, initiatives and opportunities.
• Demonstrated critical thinking and analysis/feedback skills.
• Demonstrated excellent oral and written communication skills, including ability to produce short project information and data summaries.
• Demonstrated experience dealing with both youth and mature students.
• Demonstrated knowledge of the trades.
• Proven ability to liaise effectively and efficiently between multiple institutions with differing systems, and support the development and maintenance of complementary administrative procedures between the two organizations.
• Ability to represent the College effectively with external community partners.
• Ability to work with discretion, in accordance with privacy laws and with diplomacy and judgement in public, on behalf of the College.
• Ability to work independently and prioritize effectively to meet demanding work schedules and deadlines, usually beyond the control of the position.
• Proven ability to develop and maintain positive working relationships internally and externally.
• Ability to interact appropriately and work positively in a busy, demanding environment.

Band G Grade NA Salary 30.76 Location Prince George CNC Campus Prince George Province BC Country Canada Department School of Trades & TechnologiesPosting Number21-168SPEmployee GroupOperationalDesired Start Date12/01/2021Position end date (if temporary or seasonal)03/31/2022Additional Appointment DetailsNumber of Hours per week0-35Posting Competition StatusAccepting ApplicationsOpen Date11/22/2021Screening/Close Date11/29/2021Remain Open Until FilledNoSpecial Instruction/Details to ApplicantJob Type: Part-timeQuick Apply

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