Start Date: As soon as possible
End Date: December 21, 2018
Reporting to the Academic Administrative Manager, the Division Assistant provides administrative and secretarial support to the Division Chairs, who may also direct, approve and/or assign secretarial duties in support of Department Chairs and Program Coordinators. The assignment of the assistants to particular divisions will be determined by the Academic Administrative Manager, subject to rotation. This position assumes responsibility for a variety of functions in support of the instructional processes of the College, including but not limited to, scheduling and organizing meetings, timely preparation of agendas, recording of meetings minutes, and appropriate timely distribution of materials for College wide committees such as program advisory committees. The Division Assistant organizes and maintains the filing system for the divisions and provides organizational support related to the faculty appointment and evaluation process. The position also compiles and maintains a variety of reports and inventories, organizes and handles multiple tasks, and sets priorities. May perform other related duties as required.
For a copy of the position description, please click here.
Education and Experience:
- Grade 12 completion, plus additional specialized training of up to and including one year in business, office management or secretarial skills from a recognized institution. Completion of a two-year college diploma preferred.
- Four (4) years of experience performing administrative and secretarial duties in an office environment, with college or other post-secondary experience an asset.
- 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.
Skills and Abilities:
- 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 work independently and collaboratively as part of a team.
- Ability to exercise sound judgement and problem solve.
- Ability to perform assignments with minimal supervision and to take initiative.
- Ability to comprehend, explain and follow complex guidelines, policies, and procedures.
- Demonstrated ability to effectively and accurately prepare agenda and detailed minutes. Must have keyboarding (typing 40 wpm) and the ability to take verbatim minutes. Speedwriting or shorthand (100 wpm) an asset. Experience in minute taking according to Roberts’ Rules of Order.
- Ability to take and transcribe dictation of a complex or technical nature with speed, accuracy, and in a timely manner.
- Ability to independently compose non-routine correspondence, reports, and related material.
- Proficiency in the use of personal computers in a Windows environment using current MS Office word processing, database and spreadsheet applications, use of attachments, familiarity with web access, and ability to learn new software packages in a self-directed manner.
- Ability to handle sensitive information with tact and discretion.
- Ability to maintain confidentiality.
- Each Division Assistant provides back-fill support for the other Assistants. Normally, no more than one Assistant is on vacation at any one time, except with approval.
- Each Division Assistant will be assigned to instructional areas and duties on a rotating basis. For example, each Assistant will rotate to new divisions every two years.
- Each Division Assistant will refer to the Office Manager, a role assumed by a Division Chair, regarding matters of office management, coordination of duties, and personnel including approval of leaves. The role of Office Manager will rotate on a schedule assigned by the Deans.
- Each Division Assistant will respond appropriately to variable scheduling demands such as carrying out of exam duty shifts and scheduling and attending evening meetings.
Salary Range: $1,687.58 - $1,920.11 Bi-Weekly (Pay Grade 20)
Employee Group: CUPE
Hours & Days of Work: 8:30am - 4:30pm. Monday to Friday, however, hours may vary according to the needs of the department. This position is not subject to the compressed workweek schedule.
Please note that internal applicants are given first consideration.
Competition No.: C147-18
Closing Date: Until filled.
Application Information: Please read the posting carefully and ensure you have your documents ready prior to applying. Please submit your resume and cover letter by the closing date and time.
Additional Information Required: Please click here to download the Supplemental Information Request (SIR) and submit the completed form with your application. Applications submitted without the SIR will not be reviewed.
Shortlisted candidates will be required to provide proof of educational and professional credentials noted on their resume.
We thank you for your interest and advise that only those shortlisted will be contacted. Langara is committed to enhancing our diverse workforce.