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Careers at NLC

Careers at NLC

Administrative Assistant, Chair Health Programs

Administration

Location:

Slave Lake

Competition #:

NLC-1840

Open To:

All Applicants

Date Posted:

July 27th, 2020

Closing Date:

August 10th, 2020 - 11:54pm

Compensation Rate:

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

Hours Per Week:

36.25

Additional Information:

Northern Lakes College is a publicaly governed Comprehensive Community College (CCC) 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!

Position Description

Administrative Assistant, Chair, Health Programs

Nature and Scope of Work:

The Health Careers department requires a highly skilled, reliable, motivated individual with excellent customer service and organizational skills to fulfill the role of Administrative Assistant, to the Chair, Health Programs. Responsibilities include working with College departments and services to support day to day program operations and functions. As an integral member of the Health Programs Department, the Administrative Assistant will contribute to excellence in service delivery and quality program outcomes for students enrolled in Health Programs at Northern Lakes College. The incumbent will be responsible to ensure timely, appropriate, compliant management of student, faculty, program, department information, files, reports and records. This includes, but is not limited to; creating internal documents and reports; the collection, distribution, filing, data entry, and overall management and maintenance of all information, regardless of format. The Administrative Assistant will collaborate with the Student Placement Administrator, to ensure accurate and organized management and storage of student placement information and documents. The Administrative Assistant will provide day to day administrative support to the Chair, Health Programs. Strong administrative, interpersonal and communication skills are required. Former experience in an administrative role is required.

Duties and Responsibilities:

  • Assist with the formatting/editing of curriculum documents; Student Handbooks, Faculty Handbooks, etc.
  • Scan and store program documents (e.g. exams, course outlines) appropriately;
  • Manage hard copy mail, Interoffice mail and the Health Careers Email Account, ensure timely delivery of correspondence to the appropriate recipients;
  • Maintain and manage organized, logical filling systems both in electronic and in paper format as required;
  • Prepare and process purchase orders and assist with procurement of program, classroom and lab supplies and equipment;
  • Order and distribute student materials;
  • Assist with student orientation activities, assist with initiating program contact with accepted and registered students prior to the start of each new term;
  • Collate, summarize and prepare reports on the results of evaluations. Store results and raw data according to program/college guidelines;
  • Support completion of and provide access to, the current College approved forms as per request from students/faculty, etc.;
  • Assist in supervising exams, ensure exam security, as required;
  • Create, maintain and update Program Class lists ensuring lists correspond with Agresso data base;
  • Set up and ensure the readiness of the Attendance Tracker for each academic year;
  • Greet and address inquiries from students, faculty and/or visitors to the Health Programs Office/ NLC campus as required;
  • Address preparation, planning and hosting for various Program and Department events, meetings, PD, hosting, gatherings, etc. This would include but is not limited to; preparing and confirming the attendee list and ensuring invites are sent in a timely manner, booking meeting rooms or an appropriate venue, organizing refreshments and catering as required,
  • Consulting with event/meeting Chairperson to identify what is required and ensure these supplies, equipment, etc. are arranged in advance of the event/meeting.;
  • Prepare, Maintain and distribute current contact lists for:
    • Students
    • Faculty/Wage/Sessional
    • Commonly used, important Interdepartmental College contacts.
  • Assist with booking of appointments, meetings and consultations as required in Chair’s Outlook Calendar;
  • Assist with reconciliation of financial and budget reports, processing of timesheets and expenses as required;
  • Organizing special events, professional development and other events;
  • Maintain small inventory of essential office supplies in the Health Programs office area, so staff and faculty have access to basic tools and supplies to perform their role.
  • Ensure office and administration areas are kept neat, tidy, organized and visually appealing as a safe and professional work space;
    • Submit request to facilities for repairs when an issue/concern is observed or reported;
    • Ensure garbage, clutter and items no longer in use are removed from the office areas as required;
    • Report concerns about the level of cleanliness to custodial staff in a timely manner;
    • Take an active role in supporting and implementing the College Wide OHS Steering Committee’s initiatives and directives.
  • Other duties as assigned.

Knowledge, Skills and Abilities:

  • Excellent verbal, telephone, email correspondence and written communication skills;
  • Excellent time management and organizational skills;
  • Excellent customer service skills;
  • Ability to work well autonomously and in team environment;
  • Possesses an understanding of academic health care programs;
  • Experience working with individuals and groups from diverse backgrounds;
  • Strong interpersonal and communication skills;
  • Ability to prepare reports, draft formal letters, and official correspondence.
  • Proven ability to prepare agendas for formal meetings, prepare meeting minutes.
  • Adhere College Mission, Vision and Values; Policies, Procedures and Regulations.
  • Maintain confidentiality of information by acting in accordance with FOIP regulations, and adhere to College Policies and Procedures for management of confidential information;
  • Ability to manage and prioritize multiple, competing demands;
  • Demonstrated ability to act promptly and effectively on requests for administrative support by Chair;
  • Verbalizes and has demonstrated a personal and professional commitment to excellence in service standards.

 Qualifications:

  • Office Administration, Business Administration or Medical Records certificate;
  • Proficiency in the use of Microsoft Office Suite;
  • Excellent verbal and written communication skills with fluency in English;
  • Excellent time management and organizational skills;
  • Excellent customer service skills;
  • 2 years’ experience working in an office environment;
  • Ability to perform well autonomously and in team environment;
  • Experience working with individuals and groups from diverse backgrounds;
  • Class 5 driver’s license.
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