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Careers at NLC

Careers at NLC

Executive Assistant to the President & Board of Governors

Executive

Location:

Slave Lake

Competition #:

NLC-1715

Open To:

All Applicants

Date Posted:

October 11th, 2018

Closing Date:

October 28th, 2018 - 11:59pm

Compensation Rate:

Salary Range: $65,508 to $85,536 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:

 Executive Assistant to the President & Board of Governors

Reference # NLC-1715

Salary Range: $65,508 to $85,536 per year

Location: Slave Lake

Qualifications:

  • College Diploma in Business or Office Administration;
  • Strong Technical Skills, Micro-Soft Office including Outlook, Word, Excel, PowerPoint, Publisher;
  • Financial Management Experience (eg. Budgeting);
  • Exceptional written, verbal and interpersonal communication skills;
  • Human Relation Skills i.e. ability to inspire trust and confidence in relationships with others; the ability to exercise diplomacy when dealing with customers and to provide leadership, organizational and decision-making skills.

Experience:

  • Five years’ related experience, preferably in a post-secondary educational setting;
  • Familiarity with the college systems, policies, operations and services would be an asset;
  • Knowledge of sensitive liaison/public relations protocol.

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-1715 to:

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

Fax: 780-849-5881

Closing Date: October 28, 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

Executive Assistant to the President & Board of Governors

Department

President’s Office

Position Summary

This position reports to the President (50%) and is responsible for supporting the Board of Governors (50%). This position requires considerable skill in decision making, establishing priorities, organizing workloads, developing effective lines of communication, exercising independent judgment, handling administrative and clerical duties as required, and dealing with college staff and the general public in a friendly, helpful manner. The Executive Assistant to the President & Board of Governors is responsible to promptly advise/discuss with the President, sensitive issue within areas of responsibility. The Executive Assistant to the President & Board of Governors is also required to maintain a professional image and confidentiality of information at all times. The position will require limited travel within the Region.

Detailed Position Responsibilities

Coordination:

  • Supports the President & Board of Governors to ensure the smooth flow of information and activities in a multifaceted operation with ever-changing priorities.
  • Advises the President of sensitive issues within areas of responsibility.
  • Oversees the email of the President as required, handles sensitive information appropriately and uses good judgment in problem solving.
  • Schedules and takes minutes at Board meetings, Senior Management meetings, Presidents’ Advisory Committee (PAC) and other internal and external meetings.
  • Coordination of the President’s daily calendar and scheduling of appointments.
  • Coordination of travel arrangements (accommodation, flights, etc.) for the President and the Board of governors and other department personnel as requested.
  • Collection, consolidates the information, and schedules performance evaluations on behalf of the President.
  • Gate keeper for adherence to procedures as they relate to file management and retention.

Administration:

  • Provides expertise, knowledge and/or assistance to college-wide personnel as requested.
  • Assists, organizes and coordinates certain college functions e.g.  (Administrative Professional Development Day).
  • Maintains records to monitor special projects such as, the strategic planning process.
  • Maintains a close working relationship with other departments within the college and assists with administrative support when required.
  • Organizes luncheons and other special events for the President and the Board of Governors.
  • Promotes and maintains a safe and healthy working environment.

Budget:

  • Assists in compiling information required for budgets.
  • Prepares monthly variance reports for the President and/or Board of Governors, tracking budget goals, flagging discrepancies and ensuring corrections are made.
  • Develops processes and approves purchase orders in Agresso as required.
  • Collects and processes expense reports for the President and Board of Governors.
  • Collects and processes monthly honorariums for the Board of Governors.
  • Reconciles the President’s monthly visa statement.
  • Purchases consumables as required.
  • Provides assistance to other departments with Agresso questions as they relate to capital expenditures, purchase orders and variance reports.
  • Knowledge of the student operation portion of Agresso program and tracking of accounts receivable.

Secretarial:

  • Regularly handles and prepares all aspects of confidential and sensitive documents and ensures critical deadlines are met.
  • Prepares agendas, attends meetings, takes transposes and distributes minutes, including but not limited to the Board of Governors, Board Committee meetings and the PAC.
  • Develops distribution lists and contacts on an ongoing basis.
  • Composes, reviews, and follows through on internal and external communication with a commitment to accuracy and attention to detail.
  • Researches information when requested.
  • File management, mail coordination, photocopying, courier and fax.

Liaison:

  • Communicates information between the Board of Governors and the President.
  • Regularly communicates with government departments, e.g. Alberta Enterprise and Advanced Education, MLA’s and the Mayors’ offices.
  • Receives inquiries from the public, colleagues and students. Directly assists with these inquiries whenever possible or redirects the inquirer to the appropriate department or individual in a helpful, tactful and professional manner.
  • Communicates information and instructions from the President and the Board Chairman to other college staff and outside agencies/individuals as required.
  • Liaise with counterparts at other post-secondary institutions and Enterprise and Advanced Education for the purpose of collecting data for reports, etc.

Qualifications:

  • College Diploma in Business or Office Administration.
  • Strong Technical Skills, Micro-Soft Office including Outlook, Word, Excel, PowerPoint, Publisher.
  • Financial Management Experience (eg. Budgeting)
  • Exceptional written, verbal and interpersonal communication skills.
  • Human Relation Skills i.e. ability to inspire trust and confidence in relationships with others; the ability to exercise diplomacy when dealing with customers and to provide leadership, organizational and decision-making skills.

Experience:

  • Five years’ related experience, preferably in a post-secondary educational setting.
  • Familiarity with the college systems, policies, operations and services would be an asset.
  • Knowledge of sensitive liaison/public relations protocol.

 

 

 

 

 

 

 

 

 

 

 

 

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