Executive Assistant - North Bay, Canada - CANADORE COLLEGE

CANADORE COLLEGE

Verified Company

North Bay, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

EXECUTIVE ASSISTANT

Office of the Vice-President, Academic

Full-Time Administration - Band 9

$69,000 - $78,000 per annum hours/week

College Drive Campus - North Bay, ON

COMPETITION:
12/23

DEADLINE:
TUESDAY, FEBRUARY 28, :00 P.M.
Reporting to the Vice-President, Acacemic (VPA), the incumbent will oversee the daily operations of the Office of the VPA.

The Executive Assistant will provide administrative and executive services on behalf of, and in support of the VPA and provide guidance and direction to the acadecmic area including performance monitoring as administrative liaison on financial, analytical, and representational functions in support of the VPA in accordance with the College strategic directions.

The Executive Assistant will organize and prioritize tasks to foster excellence within the overall college-program mix as well as ensure a positive reputation that is consistent with the mission and vision and commitment to its 5 Pillars; _Student Success, Program and Service Excellence, Innovation and Entrepreneurship, Connection to Community and Sustainability_.

DUTIES & RESPONSIBILITIES:

Executive Administrative Support to the VPA_
Organize and manage the VPA's meeting and working files ensuring that research documents, reports, and all relevant materials are available before each meeting
Schedule internal and external activities, appointments, and meetings including location, transportation, and other arrangements
Resolve issues to the extent possible using sound judgment, and/or refer to appropriate College staff for action
Respond to inquiries, identify contentious issues, trace/investigate information and resolve administrative problems associated with academic area activities
Provide guidance and direction to staff and students based on a fully informed knowledge of Ministry and College policies and procedures as well as College and academic area strategic objectives and priorities
Prepare responses to correspondence and inquiries for the signature of the VP
Manipulate data/text and perform functions such as formatting, editing, merging, pagination, and graphics
Prepare annual reports and college databases as needed
Ensure the availability of research material, reports, and other information pertinent to various projects and scheduled meetings
Coordinate and prepare statistical and analytical reports as required
Provide administrative support services to committees as assigned
Office Operations_
Develop and implement effective administrative procedures to ensure the efficient operation of the Office of the VPA
Act as a point of contact for students, College faculty and staff, Ministry representatives, and the general public
Protect the integrity of the office by maintaining the confidentiality of college, staff, and student matters and any other sensitive material which the incumbent by be privy
Manage all information coming into and going out of the Office of the VPA
Organize and expedite the flow of work in the office
Coordinate and maintain a correspondence system for all incoming and outgoing mail
Coordinate travel arrangements for all staff conducting business on behalf of the academic area as required
Coordinate and schedule regular staff meetings and oneonone meetings with VPA's direct reports
Coordinate and assist with the preparation of Board presentations and materials
Attend Administrator meetings and track action items on behalf of various committees and groups
Liaise with the VPA direct reports, Office of the President, Office of the VP of Strategic Infrastructure, Indigenous & Learner Services, Office of the CFO, and other internal departments
Budget Administration_
Maintain and monitor the budget for the Office of the VPA; monitor the budget for the academic area and assist with establishing and maintenance of budgets for the Office and special projects
Identify expenditures trends, check/reconcile financial records, and liaise with the College financial services office to resolve discrepancies
Prepare and monitor purchase requisitions, budget transfers, etc.
Verify that expense claims adhere to college policy
Monitor attendance reports
Prepare budget summary reports for the VPA

QUALIFICATIONS:

College Diploma in Office/Executive/Business Administration or an equivalent combination of education and relevant experience; additional public relations, project management credentials are considered an asset
Up to seven (7) years of related work experience, including at least three (3) years of progressive experience meeting challenges and seeking resolutions, preferably in a postsecondary environment
Demonstrated experience working with confidential information relating to college, employee or student relations, and budgets
Experience in formulating and monitoring complex budgets
Welldeveloped planning, organizational, and time management skills