This position provides confidential and complex administrative and secretarial support to the Department Head in a fast-
paced, high volume environment. This position schedules meetings, appointments, and teleconferences, organizes and maintains paper and electronic files, manages and disseminates information, drafts correspondence, takes minutes, and makes travel arrangements for the Department Head.
The incumbent will provide a high level of understanding and initiative in all administrative areas. Organizational Status
This position reports to the Head's Administrative Coordinator and receives daily work direction from the Department Head. Work Performed
referring matters for reply or additional information and prioritizing for the attention of the Head.
Responds to oral and written requests; screens requests and inquiries, and determines priorities.
Drafts and edits reports / compiles statistical data for the Department.
Uses tact and discretion when gathering / sharing confidential and / or sensitive information.
Assists the Head's Administrative Coordinator with special projects and events. Arranges meetings including room bookings, making complex travel arrangements including booking flights and hotels, and catering.
Arranges national and international conference calls.
Arranges for and notifies the Department and relevant parties when an Acting Head is required to review and sign documents during the Head's absence.
preparing and maintaining CVs and annual summary of activities. Maintains the shared file folders for Department members to access appropriate minutes, committee documents, policies and guidelines.
Works independently under administrative direction. Refers problems, especially if recurring or ongoing, to the Administrative Coordinator for direction.
May recommend solutions and implement upon approval. Supervision Given
None Consequence of Error / Judgement
Work performed is done independently. The position requires a high level of confidentiality. The Department Head relies on the accurate and timely scheduling of meetings, appointments, and travel arrangements.
If correspondence, reports, and etc. are not prepared accurately and in a timely manner then deadlines are missed. Qualifications
High School graduation and two year post-secondary diploma. training in secretarial skills and office procedures. 4 years related experience or the equivalent combination of education and experience.
Microsoft Office experience required (Word, Excel, Outlook, and Powerpoint required). Effective oral and written communication, interpersonal and organizational skills required.
Ability to type 60 w.p.m. and to operate all office equipment. Ability to use word processing, database and electronic mail applications at an intermediate level.
Ability to exercise tact and discretion when handling sensitive and / or confidential matters. Ability required to take and transcribe minutes.
Ability to compose correspondence and prepare reports in clear concise business english. Ability to prioritize work and to meet deadlines.
Ability to maintain accuracy and attention to detail. Ability to accurately maintain appointment calendars, and schedule appropriate appointments.
Ability to prepare and adjust schedules to accommodate all requirements. Ability to deal with people in a calm and courteous manner.
Ability to work both independently and within a team environment.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.
We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and / or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.