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Department Administrator, Trades & Apprenticeship
Posted on Nov. 22, 2024
- Kelowna, Canada
- 0 - 0 USD (yearly)
- Full Time
Position Information
Position Number
S01135
Position Title
Department Administrator, Trades & Apprenticeship
Division/Portfolio
Trades and Apprenticeship
Department/Program
Portfolio Dean's Office (P4)
Location
Kelowna
Other Flexible Work Options
Your Opportunity
Reporting to the Dean, Trades & Apprenticeship, the Department Administrator is tasked with comprehensive administrative support within the Trades & Apprenticeship Portfolio, assisting with preparation of Portfolio documentation, streamlining administrative processes, coordinating and assisting on the delivery of Portfolio events, and supporting with human resources related tasks, tools, and systems. The role encompasses maintaining confidential documentation and ensuring smooth operational flow, which are vital for an organized and efficient departmental environment.
Functions and Duties
Administrative & Portfolio Support:
- Organizes and schedules meetings, conference calls, video conferences, performance evaluations, or other events for the Dean and Associate Dean(s), resolving any scheduling conflicts.
- Searches for, organizes, and distributes documents and reports; builds and distributes agendas, attachments, reports, and minutes for meetings as requested by the Trades Management team.
- Acts as the initial point of contact for the Dean and Associate Dean, assessing and attempting to resolve department related complaints or issues prior to referring them to Dean and/or Associate Dean. Prioritizes Outlook inbox for the Dean and Associate Dean, as needed.
- Schedules and attends Trades Management team and Portfolio related meetings, recording minutes as needed. Organizes Program Advisory Committee (PAC) meetings, taking and distributing meeting minutes and documents and responsible for updating PAC, mentors, etc. membership lists.
- Makes travel and accommodation arrangements for the Dean, Associate Dean, and other Portfolio staff for events, including but not limited to, BCATTA, NCDATTA, CAF, and Skills Canada competitions.
- Organizes and maintains departmental records and is responsible for the overall management and coordination of departmental record-keeping and archiving.
- Drafts, updates, and assists with creation of organizational charts, phone lists, correspondence, reports, tier reviews, and planning documents. Assists the Trades Management team in ensuring Portfolio procedures and policies are current.
- Drafts and finalizes non-employment contracts including, but not limited to, General Service contracts and Simple Service contracts. Ensures contracts and required documentation (i.e., business license, insurance certificate, WorkSafeBC clearance letter) are submitted through the contract routing system (Etrieve) and internal and external electronic signatures collected. Maintains spreadsheet of active service contracts ensuring that contracts are renewed as required and required documentation is current. Manages any invoicing or request for payment related to non-employment contracts.
- Reviews Travel Approval forms for completeness and adherence to policies and agreements and submits for final approval by the Dean, Trades & Apprenticeship. Maintains record of approved forms.
- Liaises with Data, Analytics & Reporting and Dean and/or Associate Dean to schedule Instructor evaluations. Communicates evaluation information to instructor(s). Compiles completed evaluations for review by the Dean and/or Associate Dean and instructor and electronic filing.
- As directed, drafts confidential and sensitive correspondence, documents, reports, etc. for signature, and maintains a confidential filing system.
- Represents, when designated, the Trades & Apprenticeship Portfolio at internal meetings such as OCAD.
Financial & Operational Coordination:
- Assists, as appropriate, with the development of the departmental budget in consultation with the Trades Management team.
- Prepares, codes, and ensures accuracy of payment forms for invoices, purchase orders, web requisitions, Facilities work requests, payment vouchers, journal transfers for Trades specific expenditures and Portfolio service contracts.
- Processes Vocational Professional Development (PD) applications; reviews for completeness and compliance with the collective agreement and administers the first round of approval; coordinates final committee approval for PD funding; processes subsequent expense reimbursement and tracks total department PD funding on behalf of Finance.
- Compiles travel expense claims for the Dean and Associate Dean. Reconciles and submit procurement card statements for the Dean and Associate Dean.
- Reviews and approves Daily Statements Business (DSBs) on behalf of the Dean.
- Works with the Coordinator, Trades Support to maintain the Trades & Apprenticeship department computer asset inventory.
- Provides a variety of administrative support for the Trades office and program areas including monitoring and ordering equipment and supplies, typing, photocopying, filing, scanning, sorting, and distributing mail, coordinating courier services, and maintaining department forms.
- Responsible for distributing communication regarding Portfolio and OC related updates to the Portfolio or key Portfolio groups.
- Acts as the primary contact to book a Trades Boardroom(s) and confirm availability of Trades spaces (i.e., Trades Atrium). As needed, responds to requests to book a Trades Laptop Cart and Trades Fleet Vehicle.
Event & Program Management:
- Coordinates and assists the Trades Management team and Portfolio, liaising with College Relations and other internal departments, on the delivery of internal and external Portfolio events (i.e., Skills Canada Regionals, Trades Staff Appreciation).
Team Development & Support:
- Maintains the Trades & Apprenticeship website, social media, and Trades building electronic display(s).
- Distributes the weekly Trades Office schedule electronically.
- Orders name tags and business cards for Portfolio staff.
- In conjunction with the appropriate internal department, assists with ensuring orientation for new Portfolio employees is completed as well as assists the Coordinator, Trades Support with desk assignment, computer setup, cellphone assignment, etc.
- Submits IT Account Maintenance Requests for active Portfolio employees, liaising with Ancillary Business Services as necessary.
- Supports the Coordinator, Trades Support with human resources related tasks, tools, and systems, including processing of staffing actions, coordinating information to support staffing related procedures or training, and reviewing timesheets as needed.
Education and Experience
Graduation from a two-year community college program or equivalent in Business Administration is required; a focus on office administration would be an asset. Four to six years progressive work experience in Business/ Office Administration preferably within a post-secondary
or educational environment.
Skills and Abilities
- Proven project management skills and excellent organizational, budgeting, and financial management skills.
- Ability to apply principles of logical and critical thinking to articulate and resolve problems
- Excellent organizational, administrative, and problem-solving skills with superior attention to detail and accuracy
- Excellent communication & conflict resolution skills
- Strong ability to multi-task and must be flexible and able to manage high work volume and conflicting priorities to meet deadlines
- Superior oral and written communication skills with the ability to establish and sustain positive relationships and rapport with internal and external stakeholders
- Ability to plan and think strategically
- Strong analytical skills and creative problem solver.
- Technically competent: excellent computer skills with proficiency using Microsoft applications, and complex databases (Banner, Argos, FAST), as well as the ability to generate and analyze reports
- Commitment to equity, diversity, inclusion and social justice within practices and processes.
- Commitment to reconciliation: demonstrated cultural sensitivity and commitment to reconciliation and adoption of Indigenous ways
- Able to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment
- Superior oral and written communication skills with the ability to establish and sustain positive relationships and rapport with internal and external stakeholders
- Must be flexible and able to manage high work volume and conflicting priorities to meet deadlines
Preferred Qualifications
Desired Start Date
01/06/2025
Position End Date (if temporary)
Schedule
Annual Salary/Hourly Rate
Range $57,038 to $79,854. Typical Hiring Range $68,446 to $76,051.
Appointment Type
Exempt - Continuing Full-time
Special Instructions to Applicants
Employee Group
Excluded
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