School Administrative Assistant

Selkirk College
Posted 2 months ago
Castlegar,
$32.41 per hour
Full Time

Job Description

Reporting to the Dean, and utilizing a service excellence approach, this position provides administrative and project support for the two School Chairs and the Dean. This position is the primary contact for all schools within their division of responsibility; School of Business (SSB) and School of Environment & Geomatics (SEG).

Main Duties and Responsibilities

Provide school administrative support including:

  • liaising between the dean, school chairs and instructors
  • responding to inquiries from staff, students, program partners and the public;
  • liaising with admissions, program coordinators, and school chairs and assisting with enrolment management for programs;
  • assisting dean, school chairs and coordinators with policy adherence (e.g. probations, promotion, etc.)
  • preparing routine correspondence, forms, invoices and other related documentation;
  • assisting with the coordination of program reviews, instructor evaluations and personnel information;
  • setting up and maintaining filing systems;
  • creating, updating, and maintaining data bases;
  • scheduling and coordinating internal and external meetings, events, and appointments;
  • booking travel arrangements and processing expense claims;
  • preparing meeting agendas and taking meeting minutes;
  • maintaining program policies and course outlines;
  • maintaining school/program websites and promotional material in collaboration with school chair, coordinators, and Marketing;
  • processing incoming and outgoing mail and coordinating the flow of information internally and with other departments and organizations;
  • liaising with internal and external services in organizing events;
  • keeping abreast of upcoming events, requirements and commitments and briefing the dean and school chairs as to what’s on the horizon
  • helping to maintain school and/or program Moodle pages
  • ordering materials, office supplies and equipment and maintaining inventory
  • tracking and maintain research database involving new cohorts and liaising with IR in data collection, e.g. level 3 data
  • supporting advisory and articulation committees by following up on action items noted
  • supporting administration details for accreditation report writing and coordinating logistics for site visit preparation and hosting

Skills, Knowledge and Abilities

  • Excellent proficiency in Microsoft 365, Windows with advanced skills in Excel; database and Teams/Sharepoint experience preferred
  • Proficiency in web content management;
  • Excellent written and verbal communications skills
  • Excellent interpersonal skills
  • Excellent organizational skills and the ability to set priorities when encountering conflicting demands
  • Ability to work independently and as a member of a team
  • Ability to show initiative and introduce creative and innovative approaches to effectively support both project work and day-to-day work
  • Excellent attention to detail
  • Ability to maintain confidentiality is essential
  • Keyboarding at 60 wpm
  • Experience with U4ERP and student registration systems preferred
  • Knowledge of Selkirk College admission/registration policies and procedures
  • Demonstrated student-centred approach

Education and Experience

  • High School Graduation, plus completion of a Diploma in an Office Administration, Business or related Program
  • Minimum 3-years related experience

This is a regular, full-time (100%) position March 18, 2024. Salary will be Pay Grade 8, $32.41 per hour in accordance with the Selkirk College PPWC Collective Agreement.

Additional Info

Location

Castlegar

Department

Education

Subdepartment

School of Business

Employee Group

PPWC

Recruitment Type

Internal / External

Appointment Type

Regular

Desired Start Date

18/03/2024

Closing Date

26/02/2024

Competition #

14008

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