Administrative Assistant to the Faculty of Adventure Studies, Culinary Arts and Tourism Management (FACT) in Kamloops, British Columbia at Thompson Rivers University

Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled.

Internal CUPE applicants must submit their application by 4pm on the “closing date for internal CUPE applicants” for their Seniority to be recognized. Applications received after the "closing date for internal CUPE applicants" will be considered alongside external applicants.

Provides a wide range of administrative, clerical and financial support services to the Faculty of Adventure Studies, Culinary Arts and Tourism Management

MAJOR DUTIES & RESPONSIBILITIES

1. Provides administrative support to the Dean’s Office by organizing workflow and determining priorities in order to meet the needs and requirements of assigned area; resolves day-to-day problems; handles sensitive material.
2. Schedules tasks, deadlines and milestones for all project stakeholders and administers and monitors resources related to assigned projects on a day-to-day basis, including tracking project budgets in collaboration with the Manager of Operations and Dean; monitors and reports on the progress of projects to the Manager of Operations and Dean.
3. Performs secretarial duties such as receiving and screening incoming calls and materials, prioritizing items for the attention of the Manager of Operations; word processing a variety of correspondence, contracts and agreements.
4. Prepares requisitions for purchasing.
5. Schedules appointments and arranges meetings; locates and assembles background material for meetings; arranges physical facilities and equipment for meetings.
6. Prepares and tracks all People and Culture requisitions.
7. Liaises with staff from the People and Culture and Finance Departments for clarification and strategies related to personnel and payroll issues; disperses new hire paperwork.
8. Participates on hiring panels for co-op students.
9. Orients and trains new staff and directs work of staff and/or co-op students.
10. Prepares and circulates agendas and agenda packages for meetings; takes minutes and distributes to relevant parties.
11. Responsible for ensuring and coordinating all print and online internal and external FACT communications, including within the TRU community, and with local, provincial, national and international audiences.
12. Sets up and maintains a variety of records and files, including those containing confidential and/or sensitive material such as personnel matters and contract/grant issues.
13. Researches, recommends and produces reports, statistics, newsletters, spreadsheets and charts. Participates in the development of project policies and procedures.
14. Makes travel arrangements and reservations; arranges conference registrations; arranges for special functions, books facilities and equipment and assists in coordinating events and activities, collects fees.
15. Acts as liaison between FACT faculty and staff and external agencies, clients and/or contractors.
16. Receives, stamps, sorts and distributes mail; maintains office supplies inventory.
17. Develops FACT web content in consultation with the Manager of Operations and Chairs
18. Maintains the FACT website.

REPORTS TO
Manager of Operations, FACT

EDUCATION:

• Undergraduate degree in a Tourism/Hospitality related discipline

EXPERIENCE:

• Five years related administrative experience, including:
• Two years’ experience in the Tourism and Hospitality field

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Demonstrated ability to communicate highly effectively, both verbally and in writing, to a variety of audiences, including both academics and community partners
• Demonstrated ability to use MS-Office (Word, Excel, and PowerPoint) applications at an advanced skill level
• Ability to accurately perform electronic word processing at a minimum 60 wpm
• Demonstrated ability to take minutes at meetings and to make minutes available for confidential and public consumption
• Demonstrated ability to use web development and content management applications
• Ability to deal with staff, students, colleagues and external vendors with courtesy, discretion and tact; ability to deal with difficult situations appropriately
• Ability to exercise considerable independent action
• Ability to plan, organize and prioritize work while managing multiple, diverse and competing priorities to meet deadlines
• Ability to maintain attention to detail in a research environment
• Ability to operate related equipment such as photocopiers, fax machines and audio-visual equipment

WORKING CONDITIONS

• Sitting at desk and computer for long periods of time
• General office conditions

NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our Careers website. External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.