Administrative Assistant to the Dean, Faculty of Arts
Thompson Rivers University
Kamloops, BC, Canada
6d ago

DUTIES

The Administrative Assistant to the Dean, Faculty of Arts provides confidential, professional, managerial and administrative assistance to the Dean and is accountable for the overall management of the office.

The incumbent liaises and communicates with the executive offices of the President and the other Vice-Presidents, Deans, Directors and other administrative staff, support staff, faculty, Faculty of Arts Faculty Members and students at TRU.

The incumbent also liaises with provincial, national and international external agencies, organizations, ministries and institutions.

MAJOR RESPONSIBILITIES

  • Provide efficient day-to-day operation of the Office of the Dean, including signing authority for office supplies, print shop requirements and facilities requests.
  • Assist with hiring process by coordinating schedules, contacting candidates, arranging interviews, booking accommodation and conducting reference checks.
  • Schedule appointments and meetings for the Dean. Organize meeting, conference and retreat logistics, including preparation of agendas, arranging meeting time, location, food, accommodation and travel arrangements.
  • Some meetings involve administrators from other institutions (PCOL; Consortium), and external bodies from across Canada, North America, and worldwide (Ministry of Advanced Education;
  • visiting dignitaries). Recording Secretary for Faculty of Arts meetings.

  • Provide discreet and tactful service as the initial contact in the Office of the Dean. Screen, redirect or handle enquiries as they arise.
  • Confidential, diplomatic and empathetic handling of sensitive and sometimes potentially explosive situations are required.

    Identify and notify the Dean, or other Executive in their absence, of emergent issues as they arise so they can be dealt with in a timely manner.

  • Sort and direct all correspondence flowing through the Office of the Dean. Recognize subject matter in need of tracking so it can be brought to completion.
  • Proofread correspondence that has been prepared for the signature of the Dean. Prepare and / or check all documents from all sources, for signature of the Dean.

  • Manage special projects, bringing them to conclusion, with initial direction from the Dean. Take charge of assignments with little or no direction, and bring them to conclusion.
  • Prepare various reports, including cheque requisitions, reports for public bodies, expense reports, assign financial codes, and help monitor financial commitments and expenditures.
  • QUALIFICATIONS

    REQUIRED KNOWLEDGE / SKILLS

  • Bachelor's Degree
  • Three to five years' experience in an administrative role
  • Demonstrated ability to work tactfully and courteously with a diverse range of people from the senior administrative level to students, tutors, faculty, and staff as well as a wide range of external contacts
  • Excellent computer skills in MS Word, Excel, Access, PowerPoint, Adobe
  • Excellent communication skills, oral and written
  • Demonstrated ability to plan and organize work
  • Demonstrated time management skills
  • Ability to coordinate the Office of the Dean
  • Project Management
  • Supervise the work of others on projects undertaken on behalf of the Dean
  • Use initiative; work autonomously with little supervision
  • Please Note : If you are selected for interview, External Candidates will be required to bring a copy of their transcripts to the interview

    Organizational Unit

    Thompson Rivers University ->

    Dean, Faculty of Arts

    Diversity and Inclusion Commitment :

    Thompson Rivers University is strongly committed to fostering diversity within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, visible minorities, Aboriginal people, persons with disabilities and persons of any sexual orientation or gender identity.

    Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.

    NOTE : To learn more about living in Kamloops and Thompson Rivers University please visit our Web Site. and follow the links on the Left "Why Work at TRU" or "Why Live in Kamloops"

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