Administrative Assistant to the Office of Indigenous Education 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 Executive Director, and to others working with the Office of Indigenous Education (IE).

MAJOR DUTIES & RESPONSIBILITIES

1. Provides day-to-day administrative support to the IE Executive Director, and staff by organizing workflow and determining priorities in order to meet the needs and requirements of the department; resolves day-to-day problems; handles confidential and sensitive material.
2. Schedules tasks, events, deadlines and goals for staff and project stakeholders. Administers and monitors resources related to projects including tracking project budgets in collaboration with IE staff and TRU departments; monitors and reports on a weekly/monthly basis.
3. Acts as liaison between the Office of Indigenous Education and the Provost’s Office, faculty, staff, external agencies, clients and/or contractors, Indigenous and non-Indigenous community partners.
4. Performs administrative duties such as receiving and screening incoming calls and materials, prioritizing items for the attention of the Executive Director, and staff, as required; word processing a variety of correspondence, contracts and agreements.
5. Schedules appointments and coordinates staff (including schedule management for the Executive Director), interdepartmental and community meetings; locates and assembles material for meetings; arranges physical facilities and equipment for meetings; ordering catering for meetings and maintaining financial records for PCard reconciliation, including preparing monthly statement for submission to Purchasing.
6. Prepares and circulates agendas and agenda packages for staff/interdepartmental, team meetings, Qelmúcw Affairs Committee, and takes minutes and distributes to relevant parties in a timely manner.
7. Responsible for training and on-boarding of all new IE staff; online resources, HR/Finance Forms, timesheets, reporting, on/off campus contacts.
8. Responsible for ensuring and coordinating all print, online, internal/external communications, including within the TRU community, and with local, provincial, national, and international audiences.
9. Sets up and maintains a variety of records and files including confidential and/or sensitive material such as personnel matters, contract/grants, programs, and projects.
10. Maintains and updates database of the IE internal and external contracts, partnership agreements, Indigenous community contacts.
11. Recommends professional development opportunities for the Indigenous Education staff.
12. Researches, recommends, and assists with reports, statistics, newsletters, spreadsheets for departmental monthly, quarterly and annual publications. Participates in the development of project policies and procedures.
13. Makes travel arrangements and reservations; arranges conference registrations; arranges for special functions, books facilities, equipment, and assists in coordinating events and activities, collects fees, and prepares honorariums.
14. Receives, stamps, sorts and distributes mail; maintains office supplies inventory.
15. Maintains and updates relevant websites and social media.
16. Assist with various aspects of event coordination for IE such as coordinating venues, arranging required signage and engagement activities, preparing and overseeing event budget, preparing and submitting all required financial requisitions, coordinating promotion with MarCom and partner departments and ensuring stakeholders follow up on guest speakers and other VIPS, and distributing invitations.
17. Coordinating TRU Elder and Indigenous Community Guest Speaker Requests across the institution by receiving and vetting requests, contacting Elders and ensuring clear instructions for assigned Elder and requesting department.
18. Manage office set up such as IT equipment and accesses for new and relocated employees, submit all work orders for adjustments in the office and ensure all supplies is functional and available for IE staff.

REPORTS TO
Executive Director, Office of Indigenous Education

EDUCATION

• Undergraduate degree in a related discipline

EXPERIENCE

• Five years related administrative experience

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Extensive knowledge, understanding and experience working with Indigenous communities and staff
• Demonstrated ability to communicate 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 as well as online meeting platforms
• Demonstrated ability with 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 quickly and appropriately
• Ability to take direction and 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 complex and fast-paced work environment
• Ability to operate related equipment such as photocopiers, fax machines, telephones, audio-visual and teleconferencing equipment

WORKING CONDITIONS

• Sitting at desk and computer for long periods of time
• General office conditions
• Ability to lift weights up to 10 kg
• Travel may be required
  

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.