Departmental Support Assistant - Kelowna, Canada - Okanagan College

Okanagan College

Verified Company

Kelowna, Canada

2 weeks ago

Posted by:

Sophia Lee

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Position Information

Position Number

Your Opportunity

Under the general supervision of Okanagan College's Associate Director, Digital, and the Facilities Administrative Coordinator the Departmental Support Assistant is responsible for providing clerical support for all members of the College Relations and Campus Planning & Facilities management department at Okanagan College across marketing, communications and design portfolios. This position plays a crucial role in ensuring the smooth operation and efficient functioning of the College Relations and Campus planning & Facilities Management department.
Functions and Duties

1.

Administrative Support:

Assist in maintaining departmental files, records, and databases, ensuring accurate and uptodate information.
Prepare and distribute correspondence, reports, and presentations as required.
Schedule and coordinate meetings, appointments, and travel arrangements for department staff.
Maintain departmental calendars and manage event planning and logistics.
Handle departmental inquiries and provide excellent customer service to internal and external stakeholders.
Process financial transactions, including purchase orders and expense claims.
Other administrative duties as assigned.

2.

Communication and Collaboration:

Serve as a liaison between the College Relations and the Campus Planning & Facilities Management department and other college departments, faculty, staff, and external partners.
Assist in the coordination and implementation of departmental projects and initiatives.
Prepare meeting agendas, take minutes, and distribute meeting materials as required.
Support departmental events, including assisting departments in booking venues, and managing logistics.
Assists in supporting the creation and distribution of internal and external communication materials, such as newsletters, press releases, and social media content.

3.

Data Management and Reporting:

Assists with collecting, compiling, and analyzing data to support departmental reporting requirements.
Assist in the preparation of reports, surveys, and statistical analyses.
Maintain accurate contact lists, distribution lists, and mailing databases.

4. Assist in tracking and monitoring departmental metrics and performance indicators

5 Special Projects:

Support departmental staff in the execution of special projects, including research, data gathering, and coordination. Assist in organizing and executing departmental campaigns and initiatives.

6. Perform other duties and responsibilities as assigned.

Education and Experience

Completion of Grade 12 or equivalent plus oneyear postsecondary training in Office Administration or equivalent is required. Up to and including 1 year of experience in office administration is required.
Skills and Abilities
Strong organizational skills with exceptional attention to detail and the ability to prioritize and multitask effectively.
Excellent written and verbal communication skills, with a strong command of grammar, punctuation, and spelling.
Proficient in using office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management systems.
Demonstrated ability to maintain confidentiality, exercise discretion, and handle sensitive information with tact and professionalism.
Strong interpersonal skills with the ability to work collaboratively and effectively with diverse groups of people.
Ability to work independently and proactively, demonstrating initiative and problemsolving skills.
Flexibility to adapt to changing priorities and deadlines.
Knowledge and understanding of the educational environment and college operations is an asset.

Preferred Qualifications

Desired Start Date