2425-403 - Administrative Assistant Lead (OA15) - Ivany Campus

Operational Support

Administrative Assistant Lead (OA15)

Education

Ivany Campus

Dartmouth, Nova Scotia

Department of Student Services

Term Full-time Position: Commencing approximately January 9, 2025 and ending approximately October 24, 2025

Application deadline: 11:59PM, December 19, 2024

Competition No. 2425-403

Salary range: $47,189.45 to $53,580.19 annually

Qualifications

Qualifications and Occupational Experience:

• The minimum educational qualification for this position is a post-secondary diploma or certificate in Business or Administrative Professional/Office Administration.
• You have a minimum of three years (full-time equivalent) of recent and related occupational experience in a fast-paced office environment.
• Occupational experience that includes a front desk customer service role in a post-secondary educational environment would be considered an asset.
• You have a high level of proficiency in a Windows environment; demonstrated proficiency in MS Office 365 software such as Excel, Word, SharePoint and Microsoft Teams (or other video conferencing and instant messaging applications).
• You have proficiency using Enterprise Resource Planning Systems (ERPs), e.g., PeopleSoft. Experience using PeopleSoft would be considered an asset.
• You have proficiency using web content management tools with experience updating internal websites and you have experience administering social media platforms to promote services and share information.
• You are comfortable working in a digital environment; you take responsibility for acquiring knowledge about advancing technology, and you are committed to using technology in advancing your work.
• Experience in training/facilitation preparation, delivery and evaluation would be considered an asset.
• Experience supporting/providing service to students and prospective students would be considered an asset.

Relevant Skills and Knowledge:

• You demonstrate a commitment to equity, diversity, inclusion, accessibility, and anti-racism.
• You possess strong, demonstrated team leadership skills.
• You possess solid social media skills.
• You possess excellent interpersonal skills and are able to interact at all levels of an organization.
• You are known for your superior customer service skills and are able to create a relationship of trust beyond the immediate interaction.
• Your superb team working skills enable you to contribute positively to a team environment.
• You have specific technical occupational knowledge and skill in using enterprise resource planning (ERP) applications like PeopleSoft for tasks such as running reports and queries, accessing student/client information, adding and updating student/client records.
• You are known for your analytical, research, problem solving and critical thinking skills.
• You are a strong communicator.
• You possess excellent coordination skills specifically related to service delivery, managing multiple priorities and projects and meeting deadlines.
• You have proven records and information management skills and abilities specifically related to accessing institutional information, accuracy and timeliness of records maintenance, and confidentiality regarding institutional and student/client information.

Responsibilities

Reporting to the Manager, Student Services, you will work in a team environment. You are responsible for supporting Student Services and the front line operation by providing administrative expertise, directing and coordinating duties related to one or more of the following areas: front desk operations (e.g., inbound/outbound communication, document requests, data tracking, staff scheduling and training), event planning and coordination (including Get Started, Orientation, Open House, Convocation and on-boarding services including but not limited to student IDs, parking passes, UPasses, lockers, etc.), students records support (e.g., enrolment, grade entry, updates and corrections) and administrative support to the Manager, Student Services (e.g. department purchasing, calendar management, documentation).

You will be well versed in broad Student Services operations and services including counselling, advisement, library and learning supports, and accessibility. This role will also have an in-depth knowledge of campus Student Services operations related to front desk and student records, sufficient to develop recommendations, oversee assigned functions (e.g., front desk operations), resolve non-routine administrative and service issues, apply, interpret and advise on applicable policy, procedures and requirements, and recommend process and procedural improvements to enhance efficiency and accuracy. This role will have a direct connection to the Central Office service team to enable implementation of key service strategies and to share campus impacts and perspectives regarding service delivery.

You will oversee the day-to-day operational workflow of the Student Services front desk, administrative operation. Most work activities will be self-initiated. You will be the first level of escalation for non-routine administrative and service issues and will determine when issues require the attention of other professional staff or management. You will address escalations by clearly defining the issue, investigating impacts and possible resolutions, executing resolutions or consulting with management on issues that might involve new application or interpretation of policy, requiring a clear deviation from policy, or affect the professional activities of the direct service team and the Student Services team.

You will also provide daily direction and guidance to other administrative support staff in Student Services by determining work methods and procedures, provide training and monitor activities to ensure operations are functioning effectively, efficiently and accurately. You may serve as a member of College working groups or committees as a representative of the Student Services front line operation.

Additional Information

Candidates selected for interviews will be expected to provide at least three recent, occupational references. The successful candidate will be expected to provide official transcripts to show proof of academic achievements.

NSCC is committed to the full inclusion of all applicants. As part of this commitment, NSCC will ensure that applicants are provided reasonable accommodations, as required. If accommodation is needed to participate in the job application process, please contact Jaclynn Kelly, HR Generalist at jaclynn.kelly@nscc.ca. Our Employee Workplace Accommodation Policy can be found here.