Governance Assistant

at  Okanagan College

EDUCATION COUNCIL SUPPORT

1. Provides administrative support to Education Council and its committees, in consultation with the Chair and the Provost. This includes drafting agendas, compiling meeting package and recording minutes.
2. Supports the development and implementation of Education Council’s workplan to ensure efficient and timely institutional workflow and to ensure timelines are met.
3. Coordinates meetings by liaising with committee members and other stakeholders, following up and/or taking action on items, preparing correspondence as needed, recording and transcribing minutes and communicating information to all pertinent parties.
4. As the initial contact for inquiries received by the Education Council office, researches and compiles background information as required, and responds or refers to the appropriate person for response.
5. Annually creates a meeting and meeting deadline schedule for Education Council and its committees.
6. Ensures all meeting logistics are arranged appropriately including technology requirements, location, equipment, food, and beverages.
7. Prepares memos and correspondence as required.
8. Verifies, confirms and codes all Education Council expense claims. Initiates and processes honorarium payments for student members.
9. Monitors the monthly Education Council Office budget reports and reports unusual variances.

EDUCATION AND EXPERIENCE

• Requires the minimum completion of a diploma from an accredited post-secondary program.
• Requires a minimum of four years administrative experience.
• Knowledge of a post-secondary or other governance structure is considered an asset.
• Combination of relevant experience and education may be considered.

SKILLS AND ABILITIES

• Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment.
• Superior attention to detail and accuracy.
• Responsive to and capable of providing timely communication.
• Ability to synthesize data/information and develop/deliver findings and recommendations.
• Excellent written and verbal communication skills
• Demonstrated ability to accurately record and transcribe complex meeting minutes.
• Demonstrated initiative and creative problem-solver.
• Highly developed level of integrity and discretion and able to maintain strict confidentiality and to handle sensitive issues with tact and diplomacy.
• Must be flexible and able to manage high work volume and conflicting priorities to meet deadlines and can organize and prioritize tasks.
• Strong customer service skills with ability to deal tactfully and diplomatically with internal and external contacts.
• Competence and proficiency in the use of computer systems and software including MS365 and Adobe.

PREFERRED QUALIFICATIONS

• Requires the minimum completion of a diploma from an accredited post-secondary program.
• Requires a minimum of four years administrative experience.
• Knowledge of a post-secondary or other governance structure is considered an asset.
• Combination of relevant experience and education may be considered.