Description:
The Administrative Officer is responsible for the day-to-day management and coordination of activities of Continuing Education and Corporate Training (CECT). This position acts as the administrative support to the Dean, Associate Dean, Business Solutions Manager and Operations and Business Application Manager (Leadership Team) for CECT and is accountable for coordinating the activities of the office.
The Administrative Officer performs a wide variety of administrative support services, ranging from routine to complex, all of which contribute to the efficient and professional operation of the division. The incumbent must have the ability to interpret and make decisions in accordance with procedures and practices of the organization and must be flexible and demonstrate the ability to maintain confidentiality, diplomacy, and tact at all times.
Position Responsibilities
Leadership Support
- Provides support to the Dean, Associate Dean, and Operations Manager while maintaining confidentiality, accuracy, tact, and respect at all times
- Manages the extensive and constantly changing schedule for the Dean of Continuing Education and Corporate Training by identifying priorities and organizing workflow activities in order to ensure that competing demands on the Deans time are appropriately managed
- Makes decisions within guidelines in the absence of the leadership team such as determining if an issue needs to be forwarded to an appropriate member or wait until return
- Compiles supporting documents for meetings and the daily/weekly schedules for the Dean
- Organizes travel arrangements and course/conference registrations for the leadership team members
- Organizes and schedules meetings with external stakeholders, including contacting participants, booking rooms, ordering refreshments, and arranging for parking as required by the Dean’s office.
Division Administration
- Organizes special events as required by the division which includes all aspects of event management, facilities, catering, scheduling, organization of participants, etc.
- Assists in the inventory, sign-out, and allocation of division hardware, technology, and equipment; collaborates with Operations Coordinator on Divisional Inventory Control
- Tracks, orders, and monitors Office supply spending/budget across the division
- Prepares and writes strategic planning documents resulting from initiatives identified in operational plans across the division, in collaboration with leadership
Human Resources Support
- Facilitates the recruitment and hiring process by providing hiring committees the required access to documents, scheduling interviews, and booking facilities/resources required
- Ensures new staff & faculty have access to resources, tools, and working spaces required
- Coordinates division specific onboarding for new staff and Instructors by providing the required handbooks/manuals and booking required meetings/training
Communications and Project Administration
- Assists with the coordination and projects of strategic initiatives as required, by providing administrative project management support and expertise
- Provides centralized communication between various project teams
Required Qualifications
- Two (2) years of post-secondary Diploma in Business Administration Diploma, Legal Assistant Diploma or related
- Three to five years relevant experience working with an executive office team ensuring confidentiality, integrity, diplomacy, professionalism, and tact at all times
- Extensive experience with calendar management
- Ability to understand and navigate the administration of a post-secondary institution
- High level of expertise in all areas of modern office practice and procedures
- Proven proficiency with Microsoft Office, including SharePoint, database and Banner applications
- Experience preparing meeting agendas, minutes, letters, and memos accurately and error free
- Ability to work independently and as a member of a team
- Ability to adapt and adjust priorities in accordance with direction from Leadership team
- Demonstrated customer service and receptions skills, creating a welcoming environment
- Strong communication skills
- Takes initiative to contribute to an efficient and professional office environment
- Demonstrated critical thinking and problem-solving skills