Communications Admin Assistant

College of New Caledonia - Prince George, BC (il y a 30 jours)

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Employment Status Full Time Employment Type Leave Replacement Job Summary

The incumbent provides a confidential administrative service to the Communications Department leaders. The incumbent liaises with all levels of staff within appropriate internal and external offices to ensure that Communications is provided with current information and data; and providing the College community with the same.

This position is the public face for students and staff. The incumbent plays a key role in supporting timely and effective communications within the College, and organizing the administrative processes for internal and external stakeholders, while promoting a service-excellence environment. The incumbent is responsible for the daily on-going administration function.

Specific Duties

General Administration

Screens incoming information, ‘ask CNC’ emails and phone calls; provides general information and identifies matters that require attention within the department, or other College-wide referrals.
Prepares documents and facilitates operational staff hiring and onboarding as directed.
Drafts correspondence and reports, word processing and formats documents; compiles and distributes various reports.
Performs general office duties such as maintaining filing systems, ordering supplies, mail distribution, photocopying and faxing.
Performs website updating and content generation as needed, manages website event calendar in collaboration with others.
Coordinates and arranges meetings, including arrangements for electronic equipment, refreshments, preparing/distributing agendas, recording proceedings and distributing minutes.
Manages the calendars for the Communications Department leaders, and manages the shared department calendars.
Verifies and tracks leave banks, sick and vacation time for the department.
Provides relief coverage for select positions within the Department such for College events and for social media tasks.
The incumbent may be asked to work on special projects as required.
You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners and communities.
You will promote a positive work atmosphere and communicating in a professional manner that demonstrates mutual respect with students and colleagues.

Communications Support

Assists in various Communications tasks such as booking and producing advertising material, or ordering print or promotional material.
Prepares marketing, fundraising communications, and student recruitment-related mailings as needed.
Compiles, organizes and distributes a news and events weekly email.
Actions requests on behalf of the Executive and Associate Director of Communications.
During work peak periods, may be required to assist with events, fundraising and other team-related activities.
Responds to inquiries from staff and the general public.
Deals effectively and diplomatically with internal and external stakeholders.
Assists with basic graphic design as required, supported by the Graphic Artist.

Financial Administration Support

Processes petty cash transactions and maintains petty cash system.
Processes invoices, internal charges, credit card reconciliations, and purchase order requisitions.
Assists in budget preparation, maintenance and review including reconciliation and capital requests.
Maintains up-to-date knowledge of internal financial systems for budget enquiries.
Skills & Qualifications
Two-year Business Administration diploma or equivalent related education
Five years of related experience.
Experience within an educational environment is an asset.
The ability to maintain a high degree of confidentiality and meet privacy legislation requirements is essential.
Thorough knowledge of current office software, including Microsoft Word, Excel, and database management.
Demonstrated knowledge of management of events and design standards.
Ability to draft complex correspondence and write reports in clear, concise business English.
Demonstrated effective organizational and time management skills are essential.
Must be able to work independently or as part of a group.
Effective problem-solving skills are essential.
Must demonstrate empathy when communicating with staff, stakeholders and students.
Band G Grade NA Salary $ 52,965 per year Location Prince George CNC Campus Prince George Department Communication Services
Posting Detail Information

Posting Number 19-181SP
Employee Group Operational
Desired Start Date 12/02/2019
Position end date (if temporary or seasonal) 03/31/2020
Additional Appointment Details
Number of Hours per week 35
Posting Competition Status Accepting Applications

Open Date 11/14/2019
Screening Date 11/26/2019
Remain Open Until Filled Yes
Special Instruction/Details to Applicant