Director's Assistant and Department Liaison - Canada - Bow Valley College

Bow Valley College

Verified Company

Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job Description:

Bow Valley College is the largest and fastest growing Comprehensive Community College in Alberta. We have locations across southern Alberta helping over 17,000 learners each year.

Our mission is to contribute to the vitality of communities and strength of the economy through innovative adult education programs and services which equip students for successful living, lifelong learning, and employment in a global knowledge-based environment.

Why work at Bow Valley College? Bow Valley College is made up of employees who are committed to our learners ́ success, as well as each other ́s.

Our staff and faculty consistently say it is the people who keep them at the College, the opportunity to make a difference in the lives of our students, and the incredible support they receive from their co-workers and supervisors.

Our Indigenous Relations and Reconciliation team has an exciting opportunity for a Director's Assistant and Department Liaison.

This senior level administrative position provides support for the broad and diverse needs of the Indigenous Relations and Reconciliation department and reports to the Director.

The incumbent supports the Director and is responsible for key processes, administration and services that are highly diverse and often complex.

This role carries the responsibility of liaison on behalf of the department with key contacts within the College such as Finance, Human Resources and Payroll as well as all Indigenous Relations and Reconciliation team members, outside agencies, and students.

Responsibilities:

Department Liaison

Serves as the department representative on the College's Senior Administrative Support Team
Serves as department lead editor and information maintenance provider for department information on College Connect (employee intranet), and the external website.
Maintains and monitors staff absence communications and departmental updates.

Event Administration

In collaboration with other applicable departments (Marketing & Recruitment, Student Services, etc.)

develops plans and organizes logistics for internal and external meetings, events and ceremonies, including, but not limited to:

Various traditional Indigneous ceremonies
Knowledge Keeper and Elder visits and events
Awareness events/activities
Speaker/Panel events
Centre Tours
Educational/Cultural Fieldtrips
Iniikokaan Centre meetings and events
Collaborative events with community partners
Graduation Celebrations
Elder in the classroom engagement requests and process
Responsible for logístical coordination of events including guest list, setup, catering, financial documentation, decoration, rentals, gifts, etc.
Maintain event invite and RSVP lists: develop invite lists from different database and sources, deploy electronic invitations and track attendance and attendee needs
Plays a key role in disseminating information and collecting information, coordinating postevent reviews
Creates, documents, administrates and adjusts processes and procedures for the unit and Centre.
In collaboration with other applicable departments, coordinate volunteers (learners, alumni, and employees) for events, and providing training and event materials and dayof event volunteer direction.
In consultation with other applicable departments (Marketing and Recruitment, Communications team, etc.), coordinate communications for events and develop associated promotional materials for the same.
Create follow up event reports for internal distribution including feedback forms, event summary, participation tracking using paper forms or electronic survey software.
Collaborate with other college departments on events and programs for the purposes of networking, education/awareness, coordinating event participation, learner/alumni engagement.
Coordinate communication targeting alumni with Business Development and Alumni Relations via social media and electronic media.
Conduct research and obtain quotes relating, but not limited to venues, catering, flowers, entertainment and additional rental items.
Effectively communicate with vendors/contractors, community members regarding event needs to facilitate the quote process.
Ensure quotes, invoices, requisitions and contracts are approved by appropriate authorizer
Coordinate affinity partnership promotional materials and messages with Business Development and Alumni Relations to ensure benefit information reaches current learners and alumni community
Track, file and maintain invoices and related event paperwork update financial tracking sheets
Track metrics related to programs and services.
Update Career Services Job Boards on campus with current postings and event/service information

General Department and Manager/Director Support

Provides administrative support for the Director including document processing and scheduling, managing competing scheduling priorities through effective communication