Job Administrative Assistant in Kelowna
Position Information
Position Number
P00342
Position Title
Administrative Support Coordinator
Division/Portfolio
Student Services
Department/Program
Student Services Admin
Location
Kelowna
Other Flexible Work Options
Your Opportunity
Reporting to the Executive Assistant, Student Services, and as a member of the administrative team, the Administrative Support Coordinator (Coordinator) provides administrative, budgetary, and operational support to the Division of Student Services. The position works closely with departmental managers and others in supervisory roles in meeting service, programming, and special project objectives. The Coordinator assists the Director with the administration of and is responsible for monitoring the Student Employment Program (Campus Jobs Programs). The Coordinator provides coverage for the Student Services Office and the Student Housing Office as needed.
Functions and Duties
1. Provides administrative support to the Director, Managers, and the Executive Assistant in the preparation of confidential and sensitive correspondence, minutes, agendas, documents, and reports; maintains filing and record systems including bring-forward systems; schedules appointments, makes travel arrangements, arranges conferences, meetings, and internal workshops
2. Assists with the administration of and is responsible for monitoring the Student Employment Program (Campus Jobs Program); posts student jobs; collects student employment forms including Payroll & HR forms; creates staffing forms; works closely with HR to review and approve job descriptions as needed; tracks hours for each approved student employment project; monitors the budget and prepares reports to ensure the program remains on track; communicates with project supervisors and students; resolves issues or concerns and escalates to or consults with the Manager or Director as required
3. Supports and enhances the efforts of the Director, Managers, and Executive Assistant in fostering a team approach within the Division; provides quality customer service and actively works towards continuous improvement
4. Assists the Executive Assistant with all aspects of employee recruitment by gathering, interpreting, and verifying data including but not limited to candidate shortlisting, ordering business cards and name badges
5. Assists the Executive Assistant to develop and prepare departmental expenditure projections; analyzes the completeness of the projections to ensure all relevant areas have been included and the results are reasonable when compared to budget and prior year trends; provides FAST reports as necessary
6. Assists with the development of reports, proposals, and business cases, including confidential reports for management and others
7. Develops and maintains effective working relationships with a variety of internal and external groups, including administrative departments and external vendors and contractors
8. Provides coverage for the Student Services Office and the Student Housing Office as needed
9. Performs other duties as assigned
Education and Experience
Graduation from a two-year program in a relevant area (e.g., Business Administration) is required. A minimum of 4 years’ experience in office administration is required. A combination of education and experience may be considered. An accounting focus would be an asset
Skills and Abilities
- Proficient in the use of computer systems and software including Microsoft Office
- Ability to interpret and operationalize complex policies and processes
- Ability to work in an environment under pressure with strict deadlines
- Ability to work effectively with minimum supervision
- Strong written and verbal communication skills
- Excellent organizational and time management skills with superior attention to detail and accuracy
- Demonstrated aptitude
- Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment
- Ability to deal tactfully and diplomatically with internal and external contacts
Preferred Qualifications
Desired Start Date
05/29/2023
Position End Date (if temporary)
01/26/2024
Schedule
Monday-Friday, 35 hours per week.
Annual Salary/Hourly Rate
$25.08 - $28.66
Appointment Type
Support - Non-Regular Full-time
Special Instructions to Applicants
Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and Human Resources if they want a Union Observer during interviews and final selection of candidates.
Employee Group
Support
About Okanagan College
CEO: Deb Peterson
Revenue: $5 to $25 million (USD)
Size: 51 to 200 Employees
Type: College / University
Website: www.okanagan.bc.ca\
