Administrative Assistant, Office of the AVP Advancement - Kamloops, Canada - Thompson Rivers University

Description

DUTIES

Reporting to the AVP Advancement, the Administrative Assistant is responsible for providing discreet, tactful, organized and highly confidential administrative support.

The incumbent will have initiative, be self-directed and self-motivated, acting with minimal supervision. Working in a fast-paced environment, the incumbent will use highly developed interpersonal, organizational and communication skills, to ensure the effective and efficient day-to-day operation of the office.

Major Responsibilities:

• Provide discreet and tactful service as the point of contact for the Office of the AVP Advancement
• Manage the confidential schedules of the AVP; prioritize calendar and correspondence so emergent issues are addressed in a timely manner and customer service for the Office of the AVPA is kept at a high level.
• Provide confidential administrative support including managing appointments and meetings, making travel arrangements, preparing meeting materials, agendas and meeting minutes; sorting, tracking and directing correspondence; addressing enquiries; drafting correspondence; maintaining a comprehensive and efficient filing and reliable bring-forward system
• Organize workflow and determine priorities in order to meet the needs and requirements of assigned area; independently and proactively resolve day-to-day problems; handle politically sensitive materials and redirect to the appropriate parties to manage
• Provide confidential administrative support to the team and individuals that manage faculty donor information.
• Provide logistical support to the Office of the AVPA during executive searches, including securing the calendars of internal stakeholders during candidate visits, arranging campus and real estate tours, etc. Assist in conducting reference checks.
• Prepare HR requisitions for AVPA approval
• Reconcile purchasing cards for the AVPA and the senior team as required; reconcile reimbursements; create web requisitions.
• Procure and maintain office supplies and equipment
• Manage special projects with initial direction from the Associate Vice-President, Advancement. Take charge of assignments with little or no direction, and bring them to conclusion
• External facing position with regular donor interactions requiring
• Prepare various reports including cheque requisitions, web requisitions, expense reports, assign financial codes, help monitor financial commitments and expenditures, prepare and review all invoices for AVPA approval.

Required Knowledge/Skills:

This position requires a high degree of initiative and meticulous attention to detail. As well it is required that the incumbent possess a professional attitude, maturity, diplomacy, tact, discretion, confidentiality, and strong conceptual skills.

• A minimum of 5-10 years of related administrative experience supporting a senior-level manager.
• Bachelor's Degree
• Ability to work strategically and cooperatively with members of the university community.
• Excellent communication and interpersonal skills.
• Excellent command of the English language; outstanding ability to draft complex documents and correspondence that are clear, concise and with the appropriate tone; ability to editorialize and correct.
• Ability to work under tight deadlines, often while changing focus.
• Excellent organizational skills and recordkeeping.
• Ability to make effective decisions and problem solve; resourceful.
• Advanced computer literacy skills and the ability to learn/use multiple software programs.
• Ability to work independently and direct one's own time management to accomplish goals, as well as the ability to work effectively within a team environment.