Overview
Division Assistant – Part Time Jobs in Vancouver, Canada at Langara College
Langara College is located in Vancouver, B.C.: applicants to postings must be located in BC or willing to move to BC to accept work with Langara College. Exceptions to this will be clearly outlined in the event Langara College requires work (or positions to be based) to be performed outside BC or Canada.
* Composes, under the direction of the Division Chairs, documentation/correspondence relating to complex matters supporting faculty and departmental operations.
* Initiates correspondence on behalf of the Division Chairs, such as memos, reports, documents, forms, etc. using various computer word processing and spreadsheet applications.
* Directs the flow of information, materials, and documents to appropriate individuals, tracks response deadlines and follows up to ensure deadlines are met.
* Monitors and coordinates the collection and collation of required faculty files as requested by the Division Chairs or the Administrative Manager. Examples include vacation requests, professional development plans and reports, inventory lists, reports, and other documentation as assigned.
* Facilitates Professional Development (PD) fund management and verifies claims based on approved allocations from the LFA and Finance. Duties include tracking of annual allocations and carry over amounts by individual faculty and discretionary funds by department, processing/vetting of individual claims for authorization by the Division Chair; liaison with faculty member.
* Completes purchase requisitions and expense claims for authorization.
* Orders office supplies, materials and equipment and organizes the offices of the Division Chairs.
* Maintains inventory of divisional office supplies and promotional items.
* Opens, prioritizes, sorts and processes incoming mail. Handles outgoing mail.
* Organizes the Division Chairs’ calendar; troubleshoots meeting conflicts and/or urgent matters that arise that require immediate resolution; screens and directs telephone calls as needed.
* Responds to student inquiries and directs them in accordance with College policies, procedures and guidelines.
* Takes and transcribes verbatim or summary minutes for ad hoc meetings related to sensitive issues, such as academic integrity, complaints, investigations, and other complex issues.
* Records and distributes minutes and relevant information pertaining to various committees (e.g. program advisory, working groups, etc).
* Prepares meeting documents and ensures that relevant information is distributed prior to meetings. Maintains an active bring-forward system for all action items recorded in minutes of meetings and ensures they are included in future agendas.
* Manages all logistical arrangements related to room bookings, catering and technical requirements and remains flexible to variation in scheduling demands to accommodate meetings.
* Creates, maintains and updates lists and other relevant data concerning committee members.
* Maintains working files for regular meetings.
* Grade 12 completion, plus additional specialized training of one year in business, office management or administrative skills from a recognized institution. Completion of a two-year college diploma preferred.
* Four (4) years of progressively senior administrative experience, preferably in an educational or public organization.
* An equivalent combination of education and experience may be considered.
* Thorough knowledge of current office software, general office procedures and applicable guidelines with regard to effective office operations.
* Excellent oral and written communication skills with the ability to express ideas clearly in writing or in person.
* Effective interpersonal skills with the ability to deal professionally with people in a tactful and respectful manner, and to maintain effective working relationships with all constituencies of the College.
* Effective organizational skills and the ability to work well under pressure with frequent interruptions, cope with a demanding workload, and to meet deadlines. In addition, must be able to work effectively with individuals who are under pressure to meet numerous and conflicting deadlines.
* Ability to take and transcribe…
Title: Division Assistant – Part Time
Company: Langara College
Location: Vancouver, Canada
Category:
