| Date: |
October, 2012 |
| Reports to (Job Title): |
Director, Institutional Analysis & Planning |
| Jobs Reporting (Job Titles): |
None |
| Location: |
Main Campus |
| Grade: |
USG 5
35 hr/wk
|
Primary Purpose
The Administrative Assistant is accountable to the Director, Institutional Analysis & Planning (IAP) to coordinate and monitor office level activities: department budget, including reconciliation of p-card expenses, travel claims and department purchases; monitor all IAP teams’ absence management(flex, sick, vacation, etc.); coordinate the Director’s calendar of meetings; support records management, including classification, retention and culling of paper and electronic files
Key Accountabilities:
Office Administration
- Monitor the department budget, produce relevant management reports and reconciliations
- Reconcile p-card and other purchases (equipment, office supplies etc.)
- Provide guidance and direction to all staff related to travel expenses and equipment/service purchases to ensure we are compliant with BPS directives and achieve the best pricing
- Track staff attendance reporting and work with Managers to ensure accurate office level recording keeping
- Coordinate and support classification, retention and culling of files, and other records management duties as defined by office policies and procedures related to IAP’s document management system
- Working with team members, manages official documents and communication and update office systems when required and on the identified schedule (ie MTCU, U15, COU documents and attachments)
- Coordinate and act as single point of contact to establish and maintain agreements, contracts, requests and written correspondence, especially those related to office relocations, renovations, moves, key permissions, etc.
- Responsible for general office administration, including location of archived files, and IAP resources.
Communication
- Responds to the inquiries and requests for information about the department, its programs and IAP staff - by phone and email
- Coordinate the maintenance and updating of the IAP web pages, confirm the schedule, sources, and where appropriate, update the files posted
- Oversee and monitor office communication systems such as data request tracking and the IAP Sharepoint Site, in collaboration with other team members
- Support communication between the Director and other departments to monitor deadlines, and collect input, additional information, reviews, etc.
- Distributes notices, information and other communication to IAP staff
Support to the Director
- Coordinate the Director’s calendar, schedule meetings, ensure materials for meeting preparation are accessible
- Develop, organize and maintain project and other documentation and files
- Organize and support events, workshops, meetings, teleconferences and webinars, and assist with agenda distribution and minute taking
- Assist Director in managing the volume and status of email
- Handle routine, as well as more complex and confidential document development work; this may include set-up and basic proofing of the documents for content, proper spell-checking, and ensuring that documents meet required format standards
- Undertakes other duties, as assigned by the Director
Position Requirements
Education:
Completion of a college degree in office administration or related field.
Experience:
2 years of progressive administrative support experience, preferable in a university setting, with a proven track record of achievement and success. Competencies will include project management, excellent verbal and written communication skills, ability to problem solve and prioritize; excellent time management skills.
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
| Intermediate |
Intermediate |
Intermediate |
Desirable: Visio, Project Management, various presentation software; web content management |
Nature and Scope
Interpersonal Skills:
Internally, communicates with all IAP employees in a tactful and professional manner. Works with the Director to develop and prioritize tasks to meet office demands. Provides professional customer service to IAP clients and partners, internally and externally.
Level of Responsibility:
The position is responsible and accountable to the Director for monitoring the department budget; absence monitoring and management; records and resources classification and management, helping the Director to effectively manage and monitor a high volume of competing priorities and projects and ensure compliance with BPS directives, institutional policies
Decision-Making Authority:
Responsible and accountable for executing various administrative tasks, especially those related to office purchases and budget reconciliation, absence management, and records management for the department in consultation with the IAP management, and reporting to the Director.
Physical and Sensory Demands:
Demands typical for operating for an office environment. The work requires continuous use of computer, audio-visual and other technology to record, communicate and review data, reports, presentations, etc.
Working Environment:
Most of the work is performed in the office environment. The position involves some exposure to stress as a result of pressures associated with handling ongoing multiple demands, time management and priority setting.
