Administrative Assistant and Project Coordinator - Prince George, Canada - College of New Caledonia

College of New Caledonia

Verified Company

Prince George, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

EXISTING CNC CUPE Employees:
Employment Status Full Time Employment Type Fixed Term Job Summary

Under the general direction of the Director of Institutional Research & Enrolment Management (IREM) and with a commitment to service excellence, the Administrative Assistant and Project Coordinator will provide support for IREM services, department effectiveness, project coordination, and meeting planning, administration, and communications.

Specific Duties

Provide administrative coordination for Institutional Research & Enrolment Management, determine and develop effective procedures, develop summaries, collate and analyze complex information;
Prepare and execute processes for new IREM staff onboarding ensuring the new IREM staff receive required orientation, equipment, and introductions;
Provide administrative support for committees at the discretion of the Director of IREM, including, agenda preparation, minutetaking, meeting organization, committee membership services (onboarding, offboarding, communication, record management);
Design and implement a basic satisfaction survey measuring CNC's stakeholders feedback regarding IREM services, compile a regular service satisfaction report;
Provide leadership and administration for services and initiatives as required, including identifying participants, timelines, researching and identifying best practices, initiating activities and collaborating for results and recommendations;
Develop effective project and communication strategies for IREM services and initiatives;
Prepare and implement processes for service requests, including tracking, inventorying, reporting, auditing and closing;
Assist the Director of IREM in developing processes for records management and curating key operational and project documentation;
Develop processes for assisting with C-Card expense report creation, submission and reconciliation, training staff on how to complete and submit expense reports;
Coordinate requisitions and departmental chargebacks;
Prepare a departmental safety plan with the assistance of the CNC Safety and Security department, ensuring that evacuation plans are current including periodic safety drills;
Coordinate equipment ordering and assist with ensuing that asset management record keeping is kept up to date;
Develop general office administrative procedures for the IREM department (e.g. vacation, sick, OT, petty cash, travel, supplies) and other office management duties;
Assist in workflow, process, and continual improvement design and review;
Transcribe, draft, prepare and format notes, correspondence and reports for internal and external use;
Prioritize assignments and opportunities effectively, in a complex and fastpaced environment;
Prepare and followup on financial paperwork for areas reporting to the Director, Institutional Research & Enrolment Management;
Participate on College committees as requested;
You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners and communities;
You will promote a positive work atmosphere and communicate in a professional manner that demonstrates mutual respect with students and colleagues; and
Other duties as assigned by director or designate.

Skills & Qualifications

Minimum two years' postsecondary education.
Minimum of four years' experience at a similar administrative level, or an equivalent combination of education and experience.
Demonstrated understanding of the postsecondary education system.
Demonstrated commitment to service excellence, and the ability to articulate an appropriate serviceoriented philosophy.
Project management training or experience is an asset.
Proficient in appropriate technological resources including the following areas:
Word processing and publishing
Email, Internet and basic knowledge of Web development and MS SharePoint
Excellent interpersonal skills.
Proven ability to gather, analyze, integrate and summarize complex and varied material, and to provide accurate, complete and current information and advice on short notice.
Demonstrated initiative to stay informed about organizational changes, initiatives and opportunities.
Demonstrated critical thinking and analysis/feedback skills.
Demonstrated excellent oral and written communication skills, including ability to produce short project information and data summaries. Experience writing reports and proposals preferred.
Ability to represent the College effectively; ability to work with discretion, diplomacy and judgement.
Ability to work independently and prioritize effectively to meet demanding work schedules and deadlines, usually beyond the control of the position.
Proven ability to develop and maintain positive working relationships.
Ability to maintain confidentiality.
Ability to work positively in a busy, demanding enviro