Administrative Assistant, Williams Lake Campus

DUTIES

Provides a wide range of administrative, clerical and financial support services to the Williams Lake Campus. This position is a member of a highly effective administrative team and as such, provides confidential support and assistance to other team members when required.

MAJOR DUTIES & RESPONSIBILITIES

1. Provides day-to-date administrative, clerical and financial support services to the Williams Lake leadership team and campus by organizing workflow and determining priorities in order to meet the needs and requirements of the campus; resolves day-to-day problems; handles sensitive materials.
2. Acts as a liaison between the Williams Lake campus and TRU Executive Offices, faculty, staff, external agencies, clients and/or contractors, Indigenous and non-Indigenous community partners.
3. Performs secretarial duties such as receiving and screening incoming calls and materials for the Williams Lake Campus, prioritizing items, as required; word processing a variety of correspondence, contracts and agreements.
4. Schedules appointments and coordinates staff (including schedule management for the Williams Lake leadership team, assessment centre and other campus team members), interdepartmental, campus committees, and community meetings; locates and assembles background material for meetings; arranges physical facilities and equipment for meetings, orders catering for meetings.
5. Prepares and circulates agendas and agenda packages for staff/inter-departmental, team meetings, campus committees, and community meetings; takes minutes and distributes to relevant parties in a timely manner.
6. Researches, recommends, and produces reports, statistics, spreadsheets, financial statements, and charts, as well as scheduling tasks, deadlines and milestones for all project stakeholders and administers and monitors resources related to assigned projects on a day-to-date basis.
7. Sets up and maintains a variety of records and files including files containing confidential and/or sensitive material such as personnel matters, contracts/grants, programs and projects.
8. Maintains and updates database of the Williams Lake Campus internal and external MOU’s, partnership agreements, and community contacts.
9. Liaises and collaborates with a wide range of internal and external clients to coordinate and finalize the scheduling of Williams Lake facilities (for example, space allocation and legal contracts), supplies and resources required for courses, programs and exams.
10. Supports the maintenance of the Williams Lake Campus budget and accounting codes; including the processing, tracking and monitoring of campus expenditures as they relate to projects and the Williams Lake Campus, such as preparing purchasing requisitions, maintaining payables and reconciling purchasing cards.
11. Receives, processes and records payments and refunds in person, by telephone, web and online, and mail for a variety of accounts such as tuition fees, receivables, parking, events, donations, sponsorships and other revenues.
12. Maintains and balances petty cash fund and makes disbursements.
13. Reconciles daily sales, reports and ensures discrepancies are followed up and corrected. Works collaboratively with a variety of departments across the Williams Lake Campus and including Finance, Enrolment Services, Open Learning, and others.
14. Receives, counts and verifies daily cash collections; balances cash against receipts and prepares bank deposits and cash reports on a daily basis.
15. Arranges and processes, in consultation with the Manager, Williams Lake Administration & Operations, CUPE auxiliary coverage for the Williams Lake Campus. Trains and assists other frontline staff for coverage and support of the cashier and reception function.
16. Arranges for special functions, makes travel arrangements and reservations, books external facilities and equipment, and assists in coordinating on- and off-campus events and activities, preparing honorariums as required.
17. Receives, stamps, sorts and distributes mail; maintains office supplies inventory.

REPORTS TO
Manager, Williams Lake Administration & Operations

QUALIFICATIONS

EDUCATION:

• Grade 12 plus completion of one-year relevant post-secondary program

EXPERIENCE:

• Five years related administrative experience

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Demonstrated ability to communicate effectively both verbally and in writing to a variety of audiences, including both academics and community partners
• Demonstrated ability to use MS Office (Word, Excel, and PowerPoint) applications at an advanced skill level
• Ability to accurately perform electronic word processing at a minimum 60 wpm
• Ability to deal with staff, students, colleagues and external vendors with courtesy, discretion and tact, ability to deal with difficult situations quickly and appropriately
• Ability to take directions and exercise considerable independent action
• Ability to handle confidential documents and information with discretion
• 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 complex work environment
• Ability to operate related equipment such as photocopiers, fax machines and audio-visual

WORKING CONDITIONS

• Sitting at a desk and computer for long periods of time
• General office conditions
• Occasional lifting and moving boxes and bins exceeding 25kg
• Occasional exposure to difficult client situations