Honours College and FSD Assistant - 005571

Provides a wide range of administrative clerical student and financial support services to the Honours College and the Faculty of Student Development

MAJOR DUTIES & RESPONSIBILITIES

1. Provides administrative support to the Coordinator and the Faculty by organizing workflow and determining priorities in order to meet the needs and requirements of assigned area; resolves daytoday problems; interacts directly with students and faculty handles sensitive material.
2. Maintains the Faculty calendar of events and initiatives schedules appointments and arranges student meetings (prioritizing items for attention) locates and assembles background material for meetings arranges physical facilities and equipment for meetings.
3. Schedules tasks deadlines and milestones for all project stakeholders and administers and monitors resources related to assigned projects on a daytoday basis including tracking project budgets in collaboration with the Department Chairs the Academic and Administrative Coordinator and Dean; monitors and reports on the progress of projects to the Academic and Administrative Coordinator.
4. Works closely with faculty to ensure effective curricular and cocurricular programing in the areas of Honours programming including Experiential Learning Supplemental Learning Assessment and Intercultural Learning.
5. Manages and enters student/program data and maintains files.
6. Supports program events: planning marketing and .
7. Designs and maintains designated program SharePoint sites Moodle sites and other platforms.
8. Performs administrative duties such as receiving and screening incoming calls and materials prioritizing items for the attention of the Coordinator and Chairs; word processing a variety of correspondence contracts and agreements.
9. Prepares requisitions for purchasing reconciles PCard statements and arranges for payment of invoices.
10. Prepares and tracks all People and Culture requisitions.
11. Liaises with staff from the People and Culture and Finance Departments for clarification and strategies related to personnel and payroll issues; disperses new hire paperwork.
12. Participates with coordination of program admissions tracking of cocurricular programming with community partner coordination and student placement and hiring panels for coop students.
13. Orients and trains new staff and directs work of staff honours students student ambassadors and/or coop students.
14. Prepares and circulates agendas and agenda packages for meetings; takes minutes and distributes to relevant parties. Creates action lists for management/faculty from meetings.
15. Responsible for ensuring and coordinating all print and online internal and external Honours College and related FSD communications including within the TRU community and with local provincial national and international audiences.
16. Sets up and maintains a variety of records and files including those containing confidential and/or sensitive material such as personnel matters and contract/grant issues.
17. Researches recommends and produces reports statistics newsletters spreadsheets and charts. Participates in the development of project policies and procedures.
18. Makes travel arrangements and reservations; arranges conference registrations; arranges for special functions books facilities and equipment and assists in coordinating events and activities collects fees.
19. Acts as shared liaison between the Honours College and FSD faculty programs and staff and external agencies clients and/or contractors.
20. Receives stamps sorts and distributes mail; maintains office/instructor supplies inventory.
21. Develops Honours College and related FSD web content in consultation with the Academic & Administrative Coordinator and Chairs.
22. Maintains the FSD / Honours College website.

REPORTS TO
Academic and Administrative Coordinator Honours College

EDUCATION:

• Undergraduate degree in a related discipline

EXPERIENCE:

• Five years related experience including:
  • Experience working with students in a postsecondary environment
  • Experience working in an academic support capacity preferred (i.e. tutoring learning strategy peer mentoring supplemental learning exam invigilation etc.

SKILLS KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Demonstrated ability to communicate highly effectively both verbally and in writing to a variety of audiences including both academics and community partners
• Demonstrated ability to use MSOffice (Word Excel and PowerPoint) applications at an advanced skill level
• Ability to accurately perform electronic word processing at a minimum 60 wpm
• Demonstrated ability to take minutes at meetings and to make minutes available for confidential and public consumption
• Demonstrated ability to use web development and content management applications
• Ability to deal with staff students colleagues and external vendors with courtesy discretion and tact; ability to deal with difficult situations appropriately
• Ability to exercise considerable independent action
• Ability to plan organize and prioritize work while managing multiple diverse and competing priorities to meet deadlines
• Ability to maintain attention to detail in a research environment
• Ability to operate related equipment such as photocopiers fax machines and audiovisual equipment

WORKING CONDITIONS

• Sitting at desk and computer for long periods of time
• General office conditions