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Careers at NLC

Careers at NLC

Administrative Assistant

Administration

Location:

Peace River

Competition #:

NLC-1696

Open To:

All Applicants

Date Posted:

July 12th, 2018

Closing Date:

July 31st, 2018 - 11:59pm

Compensation Rate:

Salary Range: $46,212 to $56,412 per year

Hours Per Week:

36.25

Additional Information:

Northern Lakes College is a publicly governed Comprehensive Community Institution (CCI) with 23 campuses and 5 community access point sites, located in 50 communities across northern Alberta. Diploma and certificate programs include academic upgrading, business administration, office administration, health sciences and human services, trades and technology, university studies, and a variety of continuing education and corporate training certificates and courses. We support and promote professional development and wellness opportunities, and provide our employees with an attractive benefits plan and competitive salaries. The college’s service region offers numerous recreational activities for the entire family to enjoy!

Northern Lakes College has the following full time position available:

Administrative Assistant, Regional Manager

Reference #NLC-1696

Salary Range: $46,212 to $56,412 per year

August 2018 to ongoing

Location: Peace River

Required Qualifications:

  • College Certificate in Office or Business Administration, one-year university or equivalency;
  • Two to three years of experience within an office or educational environment requiring similar duties;
  • High level skills with MS Office including: MSWord, Excel, Access, PowerPoint, Outlook and Explorer;
  • Experience with financial processes;
  • Proficient in agenda development and minute-taking;
  • Excellent communication skills;
  • Superior organizational skills;
  • Ability to work in a fast-paced environment and adapt to changing technology.

For complete details on this employment opportunity, visit us online at: www.northernlakescollege.ca click on Careers at NLC

Please submit a resume quoting the reference number NLC-1696 to:

Northern Lakes College, Human Resources, 1201 Main Street SE, Slave Lake, AB  T0G 2A3 

Fax: 780-849-5881

Closing Date: July 31, 2018

Note: Northern Lakes College thanks all applicants for their interest in employment; however, only those candidates selected for interviews will be contacted.

Job Description

Title: Administrative Assistant to the Regional Manager (1.0 FTE)

Department: External Relations

Major Job Function:

Perform all administrative duties supporting Regional Manager, Council of Community Education Committees and the Community Education Committees directly reporting to the Regional Manager, Policy & Planning and based in the Peace River Campus.

Duties and Responsibilities:

Administrative Support to the Regional Manager

  • Provide day-to-day administrative support including drafting emails, letters and other correspondence
  • Acquisition and organization of supplies for consultations and meetings as necessary. Keeping an inventory of basic office supplies.
  • Filing information in a manner consistent with the College Records Management procedures. Ensure confidentiality of all documents.
  • Answer basic inquiries from staff, students, and the public. This is done in person, on the phone or by email.
  • Operate office equipment: Computer, Fax, Photocopier, Telephone and Printer.
  • Produce word processing and spreadsheet documents for the Regional Manager
  • Sort and properly distribute incoming and outgoing mail.
  • Organize logistics for consultation sessions and meetings both online and in-person.
  • Support the development and maintenance of College documents such as the Comprehensive Institutional Plan, the Annual Report and consultation reports.
  • Provide effective note taking at consultation sessions both in-person or online.
  • Edit and format documents and correspondence as required.
  • Liaise with various departments regarding planning efforts as required.
  • Digitization and data-entry of raw notes or hardcopy survey responses as required.
  • Draft letters of invitation for external and internal stakeholders.
  • Support financial processing of invoices including coding, approval and submission.
  • Generate updated financial reports for multiple budgets utilizing an Enterprise Resource System.
  • Support reconciliation of credit card statements monthly.
  • Correspond with personnel in the Finance Department to ensure a high level of accuracy.
  • Support financial tracking in-office.

Council of Community Education Committees

  • Develop agenda and minutes for meetings
  • Collect all information required for meetings
  • Track attendance and complete honorarium budget
  • Book rooms for attending committee members
  • Track and coordinate approved CCEC initiatives including speakers, courses and education opportunities
  • Work with Regional Managers to coordinate logistics for the annual CCEC Workshop
  • Track and coordinate all financial reports
  • Report on all CCEC action items
  • Booking all conference space, and logistics
  • Distribution of all minutes and agenda items
  • Maintain a list of all CCEC members contact information
  • Letters of invitation to New Members

Community Education Committees

  • Confirm all meetings with CEC Chairs, Access Facilitator (AF)
  • Review and follow up on all CEC minutes with AF
  • Serve as a resource for all AFs to ensure consistency among communities and support new AFs to learn the CEC function
  • Develop and maintain a list of corporate training opportunities to create a coordinated approach among communities
  • Develop and maintain a list of local training resources, Cultural or other training requests
  • Update all budget requirements
    • Financial record keeping of honorariums
    • Financial record keeping of all Awards
    • Purchase Awards / computers / gift cards
    • Update all CEC budgets on a monthly basis
  • Track and follow up on all motions
  • Maintain and track the status of action items as determined by the CECs
  • Maintain CEC contact information list
  • Identify new process and procedures
    • Streamline efficiency in AF sites
      • Documents for minutes
      • Documents for posters
      • Placement of information
      • Sending out information to all CEC AF positions
    • Track all of Regional manager’s site visits
    • Issue new CEC member nomination letters
    • Book guest speakers for CEC meetings
    • Booking any travel for Regional Managers
    • Update all site information from Regional Managers
    • Update AF handbook and participate in orientation annually
    • File management
    • Order supplies for all CEC committee meetings
  • Compile site and data information
  • Promote College programs

Qualifications:

  • College Certificate in Office or Business Administration, one-year university or equivalency;
  • Two to three years of experience within an office or educational environment requiring similar duties;
  • High level skills with MS Office including: MSWord, Excel, Access, PowerPoint, Outlook and Explorer;
  • Experience with financial processes;
  • Proficient in agenda development and minute-taking;
  • Excellent communication skills;
  • Superior organizational skills;
  • Ability to work in a fast-paced environment and adapt to changing technology.

 

 

 

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