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Careers at NLC

Careers at NLC

Administrative Assistant, Senior Director Facilities

Administration

Location:

Slave Lake

Competition #:

NLC-1748

Open To:

All Applicants

Date Posted:

June 6th, 2019

Closing Date:

June 27th, 2019 - 11:57pm

Compensation Rate:

$47,616 to $58,428 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 position available at our Slave Lake campus:

Administrative Assistant, Senior Director Facilities

Reference # NLC-1748

Salary: $47,616 to $58,428 per year

July 2019 to ongoing                      

Qualifications:

  • The successful candidate must possess a college certificate in Office Administration or Business Administration;
  • Three to five years of related experience;
  • Strong computer skills in MS Office (Word, Excel, Outlook);
  • Excellent customer service and organizational skills;
  • Knowledge of purchasing procedures would be an asset;
  • Ability to work in a fast paced environment;
  • Must provide a clean criminal record check upon commencement.

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-1748 to:

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

Or Fax: 780-849-5881

Closing Date: June 27, 2019

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, Senior Director, Facilities         

Department:

Facilities and Ancillary Services

Major Job Function:

Reporting to the Director of Facilities and Ancillary Services, this position is responsible for administrative support to facilities and all college program areas utilizing facility services.

Duties and Responsibilities:

  • Direct calls to the appropriate staff. Must know the duties of others in College.
  • Acquisition of supplies for program areas. This includes preparing the purchase orders and ordering of the supplies.  Keeping an inventory of basic office supplies.
  • Properly code invoices for signature, generate P.O. and dispatch invoices.
  • Filing information in a manner consistent with the College Records Management procedures. Ensure confidentiality of all documents.
  • Answer basic inquiries from staff, students, sponsors and the public. This is done in person, on the phone or by e-mail.
  • Operate and maintain the office equipment; Fax, Photocopier, Scanner, Telephone, Printer. This includes the speed dial lists.
  • Produce word processing, spreadsheet and database documents for the Director and program areas.
  • Sort and properly distribute the incoming and outgoing mail.
  • Maintain service records and vehicle logs for Fleet and assigned vehicles.
  • Represent the Facilities area at meetings such as the Workflow meetings and committee meetings.
  • Record and distribute minutes from meetings. Types of meetings include staff meetings and and those required by the Director.
  • Liaison with Finance department to reconcile invoicing issues.
  • Contracts; negotiating, execution, renewals, progress inspections/verifications
  • Leasing; filing, renewals, negotiations, execution.
  • Insurance; completing applications, updating as required, certificate of Insurance, financial coding and verify coverage prior to invoice payment, ensuring all documents are distributed i.e. liability cards.
  • Provide direction /support to Housing Administrators.
  • Data entry and report retrieval from applications used by Facilities such as E-compliance, MMOS, Net Facilities, VFA, Agresso.
  • Other duties as required from time to time. This would include, but not be limited to, such activities as, covering off on the Facilities Helpdesk, Resident check in-out, report preparation, room & space booking.

Skills/Knowledge:

  • Time Management Skills;
  • Good Computer knowledge, especially MS Office, e-mail;
  • Keyboarding skills of 40+ wpm;
  • Excellent communication skills, both verbal and written;
  • Good proof-reading skills;
  • Knowledge of purchasing procedures;
  • Knowledge of College; policies, procedures regulations;

Contacts (Internal and External):

  • College community
  • Other Colleges
  • Vendors/Suppliers
  • Government Agencies

Qualifications:

  • The successful candidate must possess a college certificate in Office Administration.
  • 3-5 years of related experience. Experience in a Human Resources environment will be an asset.
  • Strong computer skills in MS Office (Word, Excel, Outlook)
  • Excellent customer service and organizational skills
  • Ability to work in a fast paced environment
  • Must provide a clean criminal record check

Suggested Additional Qualifications:

  •  Finance experience with AR/ AP would be considered an asset.
  •  Experience with a CMMS is preferred.

 

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