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    Administrative Assistant, Office of Quality Assurance - Kamloops, Canada - Thompson Rivers University

    Thompson Rivers University
    Thompson Rivers University Kamloops, Canada

    2 weeks ago

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    Description

    DUTIES

    Reporting to the Senior Executive Manager, 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 Quality Assurance
    • Manage the confidential schedules; prioritize calendar and correspondence so emergent issues are addressed in a timely manner and customer service for the Office of Quality Assurance 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; 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 redirecting to the appropriate parties to manage
    • Provide confidential administrative support to the team and individuals that manage the academic program review process, including administering surveys and preparing reports
    • Provide logistical support to the Office of Quality Assurance 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.
    • Reconcile purchasing cards for the senior team as required; reconcile reimbursements, create web requisitions
    • Procure and maintain office supplies and equipment
    • Manage special projects as assigned with initial direction. Take charge of assignments with little or no direction and bring them to conclusion.
    • 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 approval

    REPORTS TO
    Senior Executive Manager

    QUALIFICATIONS

    REQUIRED KNOWLEDGE/SKILLS

    This position requires a high degree of initiative. 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 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
    • Demonstrated understanding of Robert's Rules of Order
    • 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
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