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Careers at NLC

Careers at NLC

Executive Assistant to Chief Information Officer

Executive

Location:

Slave Lake

Competition #:

NLC-1731

Open To:

All Applicants

Date Posted:

November 28th, 2018

Closing Date:

December 11th, 2018 - 11:59pm

Compensation Rate:

$60,192 to $78,972 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 cap 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 salary position available at our

Slave Lake campus:

Executive Assistant to Chief Information Officer

Reference #NLC-1731

Salary Range: $60,192 to $78,972 per year

Qualifications:

  • College Diploma in Business or Office Administration.
  • Strong Technical Skills, Microsoft Office including Outlook, Word, Excel, PowerPoint. Experience with MS Project and Visio an asset.
  • Accounting knowledge and budget experience.
  • Project Management, Business Analysis, or prior experience with Process Improvement or Quality Management Systems are an asset.
  • 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.

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-1731 to:

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

Fax: 780 849-5881

Closing Date: December 11, 2018

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

Position Description

Title:   Executive Assistant to the Chief Information Officer

Department: Office of the CIO

Purpose:

This position facilitates the work of the Chief Information Officer (CIO) and undertakes project co-ordination and administrative functions for the CIO. Occasional support for other members of the Senior Leadership Team may be required.

This position requires 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 CIO (EA/CIO) is responsible to promptly advise/discuss with the CIO, sensitive issues within areas of responsibility. The EA/CIO is also required to maintain a professional image and confidentiality of information at all times.

Duties and Responsibilities:

Co-ordination:

  • Supports the CIO and Senior Management/Director(s) of IT to ensure the smooth flow of information and activities in an environment with ever-changing priorities.
  • Advises the CIO of sensitive issues within areas of responsibility.
  • Oversees the email of the CIO as required, handles sensitive information appropriately and uses good judgment in problem solving.
  • Schedules and takes minutes at internal and external meetings as required by the CIO.
  • Coordination of the CIO’s daily calendar and scheduling of appointments.
  • Coordination of travel arrangements (accommodation, flights, etc.) for the CIO and other department personnel as requested.

Administration:

  • Provides expertise, knowledge and/or assistance to college-wide personnel as requested.
  • Assistance in completing Information Technology related grants applications and other applications as appropriate
  • Organizes and coordinates meetings and activities as required by the CIO.                                                                                                                                
  • Assists, organizes, coordinates and facilitates process improvement sessions, workshops and other events attended by management, staff, students and other stakeholders as appropriate.
  • Department Superuser for Website content. Responsible for assisting with content changes.
  • Maintains a close working relationship with other departments within the college and provides backup administrative support for other members of the Senior Leadership Team when required.
  • Promotes and maintains a safe and healthy working environment.

Budget:

  • Financial record keeping including coding of invoices, tracking budgets, preparing monthly reports, reconciliation of accounts.
  • Assists in compiling information required for budgets.
  • Prepares quarterly variance reports for the CIO, tracking budget goals, flagging discrepancies and ensuring corrections are made.
  • Develops processes and approves purchase orders in Unit4/Agresso system as required.
  • Collects and processes expense reports for the CIO
  • Reconciles the CIO’s monthly visa statement.

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, as required for the CIO.
  • 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 with external associations such as the Alberta Association in Higher Education for Information Technology (AAHEIT), and government departments, e.g. Department of Advanced Education and other community organizations on various activities and projects (E.g. Municipal Broadband).
  • 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 CIO to other college staff and outside agencies/individuals as required.
  • Liaise with counterparts at other post-secondary institutions, Enterprise, and Advanced Education for the purpose of collecting data for reports, etc.

Qualifications:

  • College Diploma in Business or Office Administration.
  • Strong Technical Skills, Microsoft Office including Outlook, Word, Excel, PowerPoint. Experience with MS Project and Visio an asset.
  • Accounting knowledge and budget experience.
  • Project Management, Business Analysis, or prior experience with Process Improvement or Quality Management Systems are an asset.
  • 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.

 

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