Casual Administrative Assistant to Division Dean - To Garner Applications - 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 Casual Job Summary Specific DutiesDivision Dean:

• Provide confidential administrative service to the Dean
• 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 and outside instructional service contracts (e.g. workshops, guest lectures)
• Prepare waivers and overload agreements for faculty
• Assist in preparation of faculty workloads and workload reports
• 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 Datatel/Colleague/Informer 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.
• Initiate and process claim forms for specially funded contracts as required by Division.
• Provide receptionist service and primary liaison for own division as well as others when needed.
• Support and contribute to a positive working environment
• Responsible for reconciling receipts on the Purchasing Cards (M/C) for the Dean and the various faculty and operational staff.
• Process incoming and outgoing mail and e-mail
• Schedule and co-ordinate appointments and maintain daily calendar
• Notify students when course has been cancelled
• Screen and respond or refer telephone calls and enquiries
• Book and process travel arrangements with related paper work
• Schedule and co-ordinate meetings, book rooms and order refreshments.
• Order and monitor the use of division supplies (business cards, keys, office)
• Distribute and collect monthly safety inspection information
• Distribute agenda and record, transcribe and distribute minutes of divisional meeting
• Coordinate calendar changes
• 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

Faculty/Division:

• Establish and maintain the organization of division office files (personnel, contact lists, liaison with external institutions).
• 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)
• Establish and maintain program list serves for both faculty and students.
• Coordinate, schedule and administer the SRT faculty evaluations process maintaining the highly confidential nature of this activity.
• Create and maintain course evaluations and some SRT on survey builder.
• Responsible for replacing faculty and 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
• Collect and collate course data (outlines, exams) and post to Library web page.
• Process travel arrangements for faculty, administration and operational staff (conferences and articulation) and for guest speakers or lecturers (accommodation, honorariums).
• Verify and approve time sheets for all faculty and staff as required
• Initiate and circulate clearance forms for all sessional and part time faculty and staff
• 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.
• Distribute, collect, and keep record of book orders, determine number to order and provide contacts with publishers
• Track and follow-up of faculty and staff certification requirements (e.g. CPR, WHIMIS)
• Act as liaison for information repository and disbursement with BC Council on Admissions and Transfers
• Orientation and training of invigilators and coordinate exams (GED, LPI, Dental)
• Coordinate accreditation and program reviews and documentation
• Process correspondence in relation to surveys
• Attend annual curriculum review meeting, record and distribute minutes and reports
• Process all correspondence in relation to specialized instructional areas (ie. nursing preceptorship and field trips)
• Create and maintain program web pages
• Kodiaks Restaurant: advertise, book reservations, maintain seating schedules, voice mail and email list,
• Tours of division programs
• Verify diploma and certificate applications
• Locate and deliver urgent messages to students

Skills & Qualifications

• Recognized two (2 ) year diploma in Business Administration or equivalent related experience (increase in diversity and complexity of job demands).
• 3 years or more Administrative support position, preference given to experience in an educational institute.
• Minimum keyboarding speed of 60 wpm, with attention to detail.
• Demonstrates a high-level of technical skills in software applications and adaptability including word processing, electronic spreadsheets, power-point email and relevant research technologies.
• An ability to learn software used for web data design, survey building and interface with student services software.
• 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

Interpersonal Abilities

• 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.
• Ability to maintain confidentiality and meeting privacy legislation requirements.
• Works calmly and effectively under pressure.
• Interacts appropriately with people and supports and contributes to a positive working environment.
• Demonstrates conflict resolution skills.
• Good interpersonal skills with a high degree of sensitivity to student needs.
• Demonstrates problem-solving skills and works independently.

Band G Grade NA Salary $30.76/hr Location Prince George CNC Campus Prince George Province BC Country Canada Department School of Human Services, University Transfer, and Business StudiesPosting Detail InformationPosting Number 22-081SPEmployee Group OperationalDesired Start DatePosition end date (if temporary or seasonal) 03/31/2023Additional Appointment DetailsNumber of Hours per weekPosting Competition StatusOpen Date 07/13/2022Screening/Close Date 03/31/2023Remain Open Until Filled NoSpecial Instruction/Details to ApplicantTo garner applications for future casual work, no guarantee of hours.Quick Apply

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