QUALIFICATIONS:

• College Certificate in Office or Business Administration, one-year university or equivalency.
• A Minimum of three years of experience within an office or educational environment requiring similar duties .
• A combination of education, training and experience may be considered.

KNOWLEDGE, SKILLS AND ABILITIES

This position requires a high level of expertise in all areas of office practice and procedures and an exceptional ability to communicate, both orally and in writing, and to provide service to stakeholders in a professional office setting. Specific required knowledge and skills include:

Technical Skills:

• Expert level competence with Office 365 as a whole – above average proficiency in Excel and Word is an asset.
• Ability to prepare reports, agendas, minutes, letters and other documents accurately
• Ability to learn new technologies quickly
• Excellent keyboarding skills

Time Management Skills:

• Manage time effectively especially with respect to project completion
• Ability to navigate competing task priority with minimal supervision is an asset

Research Skills:

• Excellent research skills using appropriate tools. I.e. Internet, Library Services, Calendars, Media, etc.

Editing Skills:

• High standard of technical writing, editing and layout skills
• Excellent grammar and proofreading skills

Interpersonal Communication Skills:

• Works effectively with groups and individuals
• Works well both independently and as a team member with minimal supervision
• Effectively manages time and can prioritize projects
• Demonstrates leadership
• Maintains a professional and confidential standard in all aspects of the position
• Utilizes problem solving skills and sound judgment and is able to resolve issues within the Executive Office
• Ability to build rapport and operate among other administrative supports as the senior administrative assistant in the Business, Academics, Trades and Regional Stewardship area

Knowledge:

• The College’s mandate and objectives. i.e. mission, values, vision and strategic directions of the College
• College policies, procedures and practices
• The post secondary system in Alberta
• Budget processes and ability to track revenue, expenditures and forecasts
• College programs and services, and organizational structure
• Research techniques primarily using the internet

Analytical Skills:

• Ability to analyze data
• Ability to use data to inform decision making process

QUALIFICATIONS

• College Certificate in Office or Business Administration, one-year university or equivalency
• A Minimum of three years of experience within an office or educational environment requiring similar duties

• Administrative Support:
• Draft, layout and edit routine correspondence, reports, proposals, and presentations
• Maintain the image of the Dean’s Office by ensuring that all correspondence adheres to a consistent and professional standard
• Organize and maintain paper and electronic filing systems (MS Teams, SharePoint), including maintenance of electronic distribution and contact lists
• General administrative duties such as processing expense claims, paying invoices, scheduling travel arrangements, reception, telephone duties, contract generation, purchasing and accessing student information
• Liaising with internal clients in gathering and disseminating information
• Liaising with students, staff, faculty, community members and government officials for information sharing and exchange purposes, complaint management and guidance as appropriate
• Making decisions on day to day operational concerns
• Maintain confidentiality of the Dean’s office
• Support meetings by organizing the agenda, recording, typing, and distributing minutes
• Monitor and analyze expenditures for the Dean’s Office
• Assists with the preparation, management and reporting of budgets and financial contracts including the reconciliation of VISA statements to receipts for submission to Finance as per expenditure account guidelines, expense claims as required and per organizational guidelines, codes for invoices as per expenditure account guidelines, and coordination of financial contracts
• Manage and/or assist with document preparation as required
• Support other administrative assistants, and support projects and documentation of departments within the unit
• Support the Community Education Committee and the Council of Community Education Committee as required
• Support the Dean in space allocation process
• Other duties as assigned by the Dean or Associate Dean, BATRS
• Member of the Learner Services Team:
• Responsible for information flow, has general knowledge of current issues, participates in team meetings
• Organizes operational meetings for the Dean
• Contributes to the organization of Professional Development activities for faculty and staff
• Administers the operation of the office in the absence of the Dean
• Research and Special Projects:
• Research practices and programs from other institutions (e.g. contacts executive assistants to gather information)
• Compile, analyze and present research
• Complete applications and edit proposals for selected funding sources
• Coordinate and complete special projects given the terms of reference
• Liaise with various external agencies
• Work with various government departments, such as Advanced Education and Alberta Education
• Liaise with Professional Associations and Professional Colleges as required
• Work with the Dean to develop proposals for new programs
• Follow up on program submissions (includes collecting letters of support and other documentation as required)