BCGEU Okanagan Support Staff
BCGEU OK Salaried - Secretary II
Assistant to the Director
UBCO | Administrative Support | Okanagan School of Education | Faculty of Education
$4,095.00 - $4,695.00 CAD Monthly
September 23, 2024
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
To provide a wide range of personal and confidential administrative and secretarial support to the Director of the Okanagan School of Education.
The Assistant to the Director works most closely with the Okanagan School of Education Director, but also liaises with School directors, faculty, and staff as well as other administrative offices including the Office of the Provost, Office of the Deputy Vice Chancellor Okanagan (DVC), Senate, as well as government, industry, and community representatives. The Assistant reports directly to the Manager, Administration and Operations.
Provides secretarial support to the Director:
Provides administrative support for the Director's Office:
Performs other duties as required.
Work is performed independently. This position requires a high degree of confidentiality, diplomacy, tact, and accuracy. This position has access to a wide range of confidential information which is governed by the Freedom of Information and Protection of Privacy Act (FIPPA). Errors could have a direct impact on Faculty, staff, and students. Employee must exercise sound judgment routinely on matters of spending for events and supplies, space bookings (approvals and concerns), Salto access, and financial reimbursements. Incorrect information could impact the reputation of the School, Faculty, and the University. Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information. A breach of privacy and policy may have serious financial implications to the University, students, and staff.
This position reports directly to the Manager, Administration and Operations in collaboration with the Director, but works independently on a day-to-day basis with minimal supervision. Overall objectives are determined in consultation with the Director. Within those guidelines, this position works independently, determining priorities as necessary. Guidance is received in matters of strategic significance.
None.
High School graduation or equivalent plus up to and including two years post-secondary training (University graduation preferred). A minimum of 3 years of related administration experience or an equivalent combination of education and experience. Knowledge of UBC systems, policies, and procedures is an asset. Ability to compose correspondence and prepare reports in clear, concise business English and to draft more complex correspondence for signature. Experience with Microsoft Office (Word, Excel, Access, PowerPoint, Outlook, internet skills essential) at an advanced level. Ability to type 60 wpm and to operate a normal range of office equipment. Excellent interpersonal skills; must have strong attention to detail, accuracy, and presentation of information; ability to manage multiple projects and tasks, to prioritize and organize effectively, and to meet established timelines without undue stress; ability to maintain confidentiality. Demonstrated communication and interpersonal skills. Ability to take and transcribe minutes. Ability to exercise judgment, tact, and discretion. Ability to work both independently and as part of a team environment. Available to work after regular office hours for occasional faculty meetings and/or events. Demonstrated attention to detail, accuracy, and presentation of information. Ability to manage multiple projects and tasks, to prioritize and organize effectively, and to meet established timelines without undue stress. Thorough knowledge of University and Faculty policies and procedures and office administration preferred.