Assistant to the Manager, BCBTAC

at  Okanagan College

EDUCATION AND EXPERIENCE

Two years post-secondary education in Office Administration required.
A minimum of three years related experience required, providing support in an executive assistant capacity.
Previous knowledge of Banner or web design/maintenance would be an asset.

SKILLS AND ABILITIES

• Excellent computer skills with proficiency using Microsoft Office; knowledge of and complex databases, as well as the ability to generate and analyze reports
• Must be flexible and able to manage high work volume and conflicting priorities in order to meet deadlines
• Excellent organizational, administrative and problem-solving skills with superior attention to detail and accuracy
• Excellent written and verbal communication skills
• Excellent research skills with ability to synthesize data/information and develop/deliver findings and recommendations
• Proven project management skills and excellent organizational, as well as, budgeting and financial management skills
• Creative problem solver

1. Provides administrative support to the Manager and BCBTAC offices; drafts documents, reports, etc; develops and maintains filing and record-keeping system, developing office routines, procedures, manuals, etc.
2. Manages the Manager’s schedules and calendars; identifies and resolves scheduling conflicts; arranges and coordinates meetings, webinars and workshops, makes travel arrangements for the Manager
3. Prepares agenda, arranges meetings, records and distributes minutes and related materials for meetings
4. Assists in the budget process; monitors adherence to submission timelines and requirements including compliance to required formats and guidelines; assists the Manager with the preparation of the annual planning and budget process
5. Prepares financial documents for approval including coding and ensuring accuracy of invoices for, credit card statements, expense claims; submits purchase orders and web requisitions; prepares service contracts; tracks budget and expenditures
6. Prepares and ensures accuracy of staffing forms and other human resources documents and tracking document approval status
7. Assists in the initial setup and subsequent maintenance of the BCBTAC offices; submits requisitions/work requests; signage; maintains inventory of office materials, promotional materials and supplies; ensures office equipment is in good working order and arranges for repair / replacement.
8. Assists in liaising between the BCBTAC, Okanagan College departments, regional campuses, students and the public with respect to the administration of services and applied research
9. Responds to inquiries and provides information or follow-up in a timely and professional manner
10. Onboards and provides orientation for students and other positions as needed