Executive Assistant - School Programs

Halton District School Board - Burlington, ON (il y a 28 jours)

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January 20, 2020

M.A.S.S. NOTICE OF VACANCY

Position: Executive Assistant – School Programs

Salary Range: $54,088 to $64,501 – Band 3

Location: School Programs - New Street Education Centre

Work Schedule: 35 hours/week, 12 months/year

Start Date: February 10, 2020

Position Summary:
The Executive Assistant is the front line contact and provides administrative support in all operational matters to the Superintendent(s), System Principal(s), Associate Director and/or Director, and manages budgets, problem solves and provides departmental communication link for supervisors’ portfolio work. The Executive Assistant administers and coordinates departmental functions and special events; monitors, prioritizes and balances workload to ensure adequate resources to meet deadlines. As well as, acts as liaison and collaborative team player in a positive work environment.

Key Responsibilities:
Administers and coordinates departmental functions, monitors and balances workloads to ensure coverage and resources during peak times to meet all deadlines, acts as liaison and collaborative team player between other managers and support staff

Manages multiple-initiatives and coordinates day-to-day operations of the Superintendent and System Principal(s) Office, including delegation of tasks, scheduling of meetings, responding to community/public, staff and trustee inquiries

Exemplary interpersonal skills to facilitate effective working relationships with a broad range of staff (executive and administrative assistants, superintendents, system principals, program coordinators, consultants and instructional program leaders)

Researches, analyzes and synthesizes material on behalf of the Superintendent and System Principal(s) on a variety of matters

Responds to external inquiries and concerns of the public, staff or students in a knowledgeable, tactful and supportive manner, identifies those matters which require personal attention of the Superintendent or System Principal(s); effective communications with stakeholder groups and providing a conciliatory role for the superintendent

Directs and responds to all internal communications pertaining to the operational domain of the Superintendent, determining the importance and urgency of requests and initiating appropriate action, following up to ensure divisional deadlines are met

Prepares meeting materials and written communication with highly skilled attention to detail and accuracy

Manages and maintains the annual budget of Superintendent and System Principal’s area of responsibility

Responsible for regular correspondence and prepares/expedites Board procedural forms and drafts more complex correspondence/documents and Board submission for review by the Superintendents and System Principals

Administers, monitors and reconciles SmartFind Express, vacation entitlement, overtime, etc.

Manages time effectively and responsibly

Qualifications:
College Diploma in Office Administration or equivalent

Four (4) years of work experience in a related field, school office experience preferred

Understanding of all major software and online applications (e.g,. Google Suite; MS Office)

Ability to maintain the highest level of confidentiality while providing administrative support

Excellent managerial and organizational skills with an ability to multitask

Strong oral and written communication skills

High emotional intelligence and strong interpersonal skills

Customer service focused

Highly effective time management skills with the ability to prioritize workload

General knowledge of finance and accounting principles

Strong problem solving abilities

Ability to work independently and interdependently as part of a collaborative team

Proficiency in online and software applications such as BAS, Trillium, iSYS and MVal is preferred

Familiarity with current educational issues, curriculum, and program at the local and provincial level, including Ministry of Education initiatives is preferred

Familiarity with understanding and interpreting Board Policies and Administrative Procedures is preferred

Oral language proficiency in more than one language is preferred

Applicants with a combination of equivalent education and experience may be considered

Applications, along with your resume and other supporting documents must be submitted through Apply to Education – www.applytoeducation.com by Friday, January 24, 2019 at 4:00 PM

Job Category: Management & Professionals - Job Code # 2808419

We thank all applicants for their interest in opportunities with the Halton District School Board. Contact will be made with applicants whose experience and qualifications most closely match the requirements of the position. Communication with short-listed applicants will be made through the email address provided on the applicants’ Apply To Education profile page.

First consideration for posted vacancies will be given to qualified applicants from the employee group in which the vacancy occurs.

Equity:
We believe that every person has a right to equitable treatment and freedom from discrimination.

The Halton District School Board recognizes the intents contained in the Canadian Charter of Rights and Freedoms and the Ontario Human Rights Code.

Upon request, we will make reasonable interview and employment accommodations during the selection process, based on any of the human rights protected grounds.

Student Safety:
Ensuring the safety of our students is essential. For this reason, external applicants hired to the HDSB must provide an original copy of an acceptable criminal background check with vulnerable sector screening.

Wellness:
The HDSB is committed to providing a respectful and healthy work environment.