Administrative Assistant, CEES
Reporting to the Co-op Education and Employment Services (CEES) Advisor, and utilizing a service excellence approach, this position provides administrative support to the daily operations of the CEES Department within the guidance and leadership of the CEES Advisor. This position involves a wide variety of administrative and project-oriented activities that contribute to the effective operation of CEES. The CEES Assistant deals with staff, students, and employers on a daily basis and is expected to maintain a high level of professionalism in these interactions.
A key component of the position is that of the Selkirk College online job Portal administration, which entails specific technical skills and training. StudentJobs website traffic includes posting positions, accepting applications, and directing students and staff through the hiring process for work study.
The Assistant maintains all technical aspects of StudentJobs processes, reports, and data management which includes; student information and access based on program enrolment; employer profiles and postings, and; alumni and staff access based on permissions. Additionally, this position is the first point of contact for technical incidents, problems, and issues that arise. All of which, demands high degree of accuracy and attention to detail.
Main Duties and Responsibilities
Administration of the Selkirk College Online Career Portal including:
applying critical thinking and problem-solving skills to semi-technical problems, known errors and workarounds. If unable to solve, escalates issues to appropriate levels for effective and expeditious solution; maintaining a tracking system for reported issues, problems and solutions; maintaining systems functionality through entering, verifying and ensuring accuracy of data as well as related systems setup and reporting; providing demographic reports and usage statistics for internal/external inquiries; and assisting with the development and continuous improvement of the system processes and procedures. Provides administrative support to CEES, including Department financial responsibilities
responding to inquiries from staff, students, and employment partners; preparing routine correspondence, forms, and other documentation related to CEES; and setting-up and maintaining filing systems. scheduling meetings and appointments; and reconciling credit card accounts and other Department financial responsibilities. Provides support for project specific duties specific to the Co-op Education and Employment Services Department including:
supporting the development, administration, and growth of the Department’s College to Career Hive; supporting project management including development of work plans; providing specific support to a wide range of distinct areas in particular, such as administration of Co-Curricular; and assisting in the implementation of the Department Strategic Operations Plan, Employer Marketing Plan, Social Media Plan, and Industry Engagement Handbook. Enhances the visibility of the department to encourage enrolment and raise awareness of Co-op Education and Employment Services including:
disseminates informational material to prospective and or continuing students relating to CEES; plans, sources and utilizes merchandise; correspondence with employers to facilitate interviews, events, and site-visits; work collaboratively to curate content and broadcast monthly newsletters; participate in major and special college events in accordance with the annual work plan; preparing material (both written, visual/graphic and photo/video content) for Selkirk.ca/CEES; updates content (both written, visual/graphic and photo/video content) for social media; updates content (both written, visual/graphic and photo content) for bulletin boards; and ensures content is accurate, relevant, and current. Performs other related duties as assigned.
Skills, Knowledge and Abilities
Excellent interpersonal skills with the ability to interact with diverse populations Superior time management skills Strong written, and oral communication skills Communicate complex technical information to both technical and non-technical users in a clear, understandable manner Detail oriented with strong database management skills Accountable and confident in own ability and judgment and willing to take the lead Demonstrated ability to be professional and maintain confidentiality when working with students, employers, and staff Demonstrated ability to work both independently (via projects) and as part of a team Proven ability to multi-task, think critically, and solve issues effectively Flexible and dependable Education and Experience
Completion of Business Administration or Office Management Diploma Minimum 2 years’ relevant experience in the career services field, data management and analysis Proven proficiency in Microsoft Office suite is essential Knowledge of Unit 4, Moodle, and CRM software is an asset
This is a Regular, full-time position commencing from August 2, 2022. Salary will be Pay Grade 7, $28.02 per hour (Subject to JE Review), in accordance with the PPWC Collective Agreement.