Administrative Assistant, Open Learning

at  Thompson Rivers University

JOB SUMMARY

Provides a wide range of administrative, clerical and financial support services to the Open Learning division. This position is a member of a highly effective Administrative team and as such, provides support and assistance to other team members when required.

EDUCATION:

• Undergraduate degree in a related discipline

EXPERIENCE:

• Five years related administrative experience

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Demonstrated ability to communicate effectively both verbally and in writing to a variety of audiences, including both academics and community partners
• Advanced knowledge of MS-Office (Word, Excel, and PowerPoint)
• Demonstrated ability to use web content management applications
• Ability to accurately perform electronic word processing at a minimum 60 wpm
• Proven ability to take and transcribe minutes and correspondence at 70 verbal wpm
• Ability to deal with staff, students, colleagues and external vendors with courtesy, discretion and tact; ability to deal with difficult situations appropriately
• Ability to exercise considerable independent action
• Ability to plan, organize and prioritize work while managing multiple, diverse and competing priorities and schedules to meet deadlines
• Ability to handle confidential documents with discretion
• Ability to maintain attention to detail
• Ability to operate related equipment such as photocopiers, fax machines and audio-visual equipment
• Ability to deal courteously and tactfully with staff, students and members of the general public
• Ability to exercise considerable independent action

• Provides a wide range of administrative, clerical and financial support services to the Director/Associate Director
• Provides administrative support to the Directors/Associate Directors as required, organizing workflow and resolving 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 the Budget Officer; monitors and reports on the progress of projects to the Administrative Assistant and Associate Vice-President.
• Performs secretarial duties such as receiving and screening incoming calls and materials, prioritizing items for the attention of the Director/Associate Director, word processing a variety of correspondence, contracts and agreements.
• Sets up and maintains a variety of records and files including files containing confidential and/or sensitive material such as personnel matters and contract/grant issues.
• Schedules appointments and arranges meetings; locates and assembles background material for meetings; arranges physical facilities and equipment for meetings.
• Prepares and circulates agendas and agenda packages for meetings; takes minutes and distributes to relevant parties.
• Researches, recommends and produces reports, statistics, spreadsheets, and charts. Participates in the development of project policies and procedures.
• Makes travel arrangements and reservations; arranges conference registrations; arranges special functions, books functions and equipment and assists with coordinating events and activities, collects fees as required.
• Acts as a liaison between the Director/Associate Director and the Provost’s office, faculty, staff and external agencies, clients and/or contractors.
• Receives, stamps, sorts and distributes mail; maintains relevant websites.