Assistant to the College President and Board of Regents - Jobs in Wilcox, SK

Job Description

We are currently seeking an Assistant for the College President and Board of Regents at Athol Murray College of Notre Dame. This position will be under contract on a part time basis (32 hrs / week) for a period of 10 - 12 months to start with the possibility of more hours and permanent contract in the future.This position acts as a key liaison between all College Departments and provides general administrative support to the Presidents Office and all matters pertaining to the Colleges Board of Regents.The successful candidate must demonstrate an attention to detail, the ability to maintain confidential information, effective communication skills, and is someone who takes initiative.As the Assistant to the President you will provide general administrative support to the President’s Office and the Board of Regents in all matters pertaining to the College. This position acts as a key liaison between all College Departments, Directors, and the Board of Regents and reports directly to President.Essential Job FunctionsEssential responsibilities and duties may include, but are not limited to, the following:

• Weekly Prioritizing Listing:

• Meets with President every week at a scheduled time to review scheduled calendar.
• Prioritizes the week’s meetings and events.
• Reviews future meetings and events.

• Internal Relations:

• Provides impeccable customer service to our staff, parents and students
• Takes all telephone calls as the first priority and responds to emails in a prompt manner
• Prepares and distributes cards, food or gifts for death, illness, staff birthdays, and birth amongst staff and alumni.

• President’s Office Management:

• Creates and maintains forms and documents

• Coordinates President’s office mail, checks mail and forwards to appropriate parties
• Provides Data entry and word processing duties
• Books and coordinates Travel arrangements: car rental/hotel/flights/submitting receipts
• Maintains and facilitates access to online finance management tracking system for school budgets

• Continually updates the finance system and ensures the budget is current and accessible.

• Maintenance of the Presidents Office supplies
• Keeps the office contact list accurate and up to date for both the President and Board of Regents.
• Filing of electronic and paper documents:

• Maintenance and updating of the filing structure (i.e. paper)
• Types and files the President’s notes electronic and hardcopies in binders immediately after meetings
• Maintain and updated the electronic filing system for the President and Board of Regents

• Create electronic calendars, manage paper calendars, and office whiteboard calendar for the President.
• Do any necessary research for the College
• E-mail management for the President if requested
• Provides input on key stakeholders i.e. Development, Alumni, parents to OnRecord (Razor’s Edge) and OnCampus.
• Prepares communication memos, E-mails, and other correspondence (initial drafts) for the President as required.
• Transition President’s Office into Microsoft Office – SharePoint, Teams, and other platforms as needed.
• Maintains regular cleaning and recycling practice of President’s and President’s Assistant offices weekly.
• Maintains inventory and archives/files in the President’s Office storage room.
• Archives key holder providing access to the archives museum to authorized personnel and parties should access be required.

• Event Coordination:

• Event Coordinator for events such as: Inspirational Speakers for the College, Board Meetings, opening staff BBQ, Staff Christmas Party and staff professional development.
• Be the College lead on planning and coordinating staff events as decided upon by the YES (Your Employee Services) team.

• Leadership Team Responsibilities:

• Books meetings, communicates with the team, creates agendas and records minutes for the Leadership Team.
• Ensures all technology requirements are set up and in place for meetings

• Board of Regents Responsibilities – includes President, Chairman & all Board Members, in particular; the Committee Chairs:

• Books meetings, creates agendas, records minutes, and arranges catering for the Board of Regents meetings and any other Board related meetings as assigned by the President.
• Transitions Board to Microsoft Office via Board of Regents Teams

• Set up Board members with Notre Dame email accounts as appropriate and necessary.

• Educates Board members on Microsoft Office processes and updates.

• Supports Board member requests especially the President, Chairman & Committee Heads in a timely and accurate manner (i.e. Board agenda, reports and minutes).
• Organizes and/or setup all technology (phones, projectors, laptops, etc.) required for meetings.
• Records and distributes minutes for the Audit and Finance Committee.
• Keeps records of Board attendance, start dates, completion dates, and is responsible for ensuring they receive recognition and acknowledgments
• Ensures the Board information and profiles (if required) are up to date on the College’s website.

• External Relations – Alumni, donors, parents:

• Organizes the production of Christmas card for the President and creating Christmas card mailing list to students, parents, donors, inspirational speakers, friends of Notre Dame and staff here at the College.
• Coordinates and books rooms in Archives, Varsity, and Edith Hall for Board Members at the College.
• Manages the contact list of College’s external stakeholders in collaboration with the Development office through the use of OnRecord (Raiser’s Edge) database.
• Sets up specific meetings for the President with key external stakeholders.

• External Relations – Associations like CAIS, LEADS, Ministry, Historical High Schools (Luther):

• Initial contact and maintains memberships with CAIS, and LEADS.
• Manages the organization of working and final electronic/hard copies of the CAIS Review: Standards 1-12.
• Follow up as required with recommendations.

• Strategic Plan and Annual Report

• Ensures that the Presidents reports are updated on a monthly basis.
• Organizes committee meetings and events as required by the President.
• Assists the production of the annual report through coordination with the relevant stakeholders.
• Follows up data as required.

• Assists with the creation and production of documents or any other duties as assigned by the President.

• Special Projects for the President and Board of Regents

• Researches and gathers data on alumni and key stakeholders as required by the President.
• Coordinate the College’s Humanitarian Award Dinner.

QualificationsThe ideal candidate in this position will possess:

• Office Administration and/or Management Certificate or equivalent combination of experience and education.
• Three (3) to five (5) years’ of office management experience.
• Excellent computer skills and proficiency with Microsoft Office suite.
• Must have a clean Criminal Record Check with Vulnerable Sector.
• Must have a valid driver’s license
• Display a commitment to Notre Dame’s Catholic nature, philosophy, principles, mission, history and strategic plan.
• A willingness to interact with the student body in a positive manner
• Willingness to participate and complete all professional development and training as requested by the president.

Apply by submitting your cover letter and resume to admin.careers@notredame.caJob Types: Full-time, Part-time, ContractQuick Apply

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