Executive Assistant, Community Engagement and Careers

P02518

Executive Assistant, Community Engagement and Careers

Regional Dean, South and Similkameen

Regional Dean’s Office, South and Similkameen

Penticton

Under the supervision of the Dean of Careers and Community Engagement , the Executive Assistant provides administrative support and assistance to the Director and Department by planning, implementing, and coordinating administrative support services and personnel functions, The Executive Assistant functions as the Dean’s Assistant and is responsible for monitoring the Department’s expenditures, tracking, assembling, and disseminating financial/budget data; assisting with the preparation of the Department’s annual Unit Plan and operating budget; preparing, processing, and maintaining records of confidential correspondence, records, and reports; completing various administrative forms and statistical reports; assisting with the coordination of the Department’s staff hiring; being responsible for the efficient and effective operation of Dean’s; and performing other related duties as required.

1. Provides assistance to the Dean, by:

• managing the Dean’s calendar of events and identifying and resolving scheduling conflicts;
• coordinating meetings for the Dean, researching, and preparing required information, including agendas, recording, transcribing minutes, and follow-up actions, as required;
• acting as the initial point of contact for the Dean and Department, receiving, investigating, and attempting to resolve complaints or issues prior to referring them to the Dean,
• coordinating travel arrangements for the Director and completing expense claims;
• assisting the Dean with the preparation of the Department’s annual Unit Plan and operating budget;
• preparing briefing notes for the Leadership council and Executive;
• assisting the Dean with hiring staff for all positions within the Department, preparing postings, advertising requests, coordinating Selection Committees and interview schedules, verifying credentials, completing reference checks, notifying interviewed candidates of the outcome, processing sign-up of new employees, forwarding appropriate information and files (resumes, appointments, calculation of placements, and costing of positions) to People Services and Payroll;
• assisting the Dean with labor relations activities such as grievance procedures, reclassifications, verbal and written warnings, drafting letter of expectations, performance planning, organizational design, and terminations;
• preparing external service contracts, managing vendor relationships as required;
• assisting with the development and updates of the Department’s policy and procedures manual;
• assembling and preparing reports from the Director to the President’s Office, Board of Governors, Leadership Team, and Ministry officials;
• assisting with the administration of plans, programs, projects, and files;
• supporting campus leadership in the management, agendas, and minute keeping of Digital Governance framework;
• maintaining confidential files, regular files, and bring-forward systems.

2. Provides administrative services for the Department, including:

• Coordinating and supporting meetings, including forming agendas, taking minutes, and maintaining an action log.
• Supporting departmental communications from management.
• Ensuring completion and compliance of office procedures, including accuracy of payment forms for invoices, staffing forms, expense claims, Visa statements, purchase orders, web requisitions, work requests, payment vouchers, journal transfers, and service contracts.
• Reviewing financial transactions such as travel expenses and other claims, ensuring receipts are attached and correspond with the expenses, purchases are in permitted categories and within spending limits, providing coding, and bringing forward any anomalies to the Dean’s’ attention.
• Identifying and investigating unusual transactions and ensuring adherence to financial processes and procedures.
• Calculating and preparing budget transfers.
• Regularly monitoring departmental budget, including staffing and salary shifts.
• Routing business contracts, agreements, memorandums of understanding (MOUs), and other agreements for appropriate approvals, retaining departmental copies, and ensuring that documents are submitted to the appropriate area.
• Maintaining the department’s training plan and updating it as necessary.
• Ensuring that department staff involved in the staffing and hiring process are properly informed of their responsibilities and monitoring their actions for compliance.
• Monitoring and approving Requests to Purchase.
• Communicating with OC staff/departments and external groups (if required) to ensure that the event(s) the department is hosting are well-organized.
• Tracking and scheduling employee evaluations for the department as directed by the Dean, preparing evaluation schedules, and summarizing employees’ vacation, illness, professional development, and other leave requests.

3. Administers and ensures adherence to college policies and collective agreements; consults with People Services to ensure consistency of interpretation and application as it relates to student employment.
4. Supports and enhances the Dean’s efforts in fostering a team approach as well as developing personnel capabilities within the portfolio.

5. Acts as the initial point of contact for the Dean, assessing and attempting to resolve complaints or issues prior to referring them to the Dean.

6. Gathers and prepares information and organizational data for presentation and decision-making, including budget presentation documents. Assists the Dean in developing and preparing departmental expenditure projections. Analyzes the completeness of the projections to ensure all
relevant areas have been included and the results are reasonable when compared to the budget and prior year trends.

7. Liaises with various departments, faculty/instructors, and supports and participates in activities of the department. Develops and maintains effective working relationships with a variety of external groups, including external contractors, vendors, and partners.

8. Ensures that the department’s website is up to date with resources, services, professional development opportunities, and related material.

9. Maintains up-to-date knowledge, skills, and training relevant to the position and participates in any champion train-the-trainer programs.

10. Supervision, performance management and evaluation, scheduling, prioritization of work requirements, and complete disciplinary action, as required for two assistant positions.

11. Performs other duties as assigned.

Completion of Grade 12 plus completion of a two-year college program in Office or Business Administration is required. Minimum 4 years’ relevant work experience.

09/05/2023

03/29/2024

M-F, 8:30-4:30

Range $55,377 to $73,836. Typical Hiring Range $66,453 to $73,836.

Exempt - Term Full-time

Excluded