Administrative Assistant , Water & Wastewater Technology

Job title: Administrative Assistant , Water & Wastewater Technology

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Job Details

Administrative Assistant , Water & Wastewater Technology – (00480)

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Application Restrictions

Open to both Internal and external

Job Type

Support Staff (CUPE)

Posting In effect from

21/6/2021

Closing Application Date

6/7/2021

Closing date for internal CUPE applicants

6/7/2021

Internal CUPE applicants must submit their application by 4pm on the “closing date for internal CUPE applicants” for their Seniority to be recognized. If the position is still open after that date they will be considered alongside external applicants.
Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled

Full/Part Time

Full Time

Support Type

Auxiliary (Over 4 Months)

Anticipated Start Date

6/7/2021

Position End Date (If Applicable)

1/7/2022

The Hours of work are subject to change depending upon departmental requirements

Schedule

The hours of work will be Monday to Friday, 7 hours a day, 8:00 am to 4:00 pm

Schedule Description

DUTIES

**NOTE: Subject to review by the Joint Job Evaluation Committee**

Under the direction of the Program Coordinator, the Administrative Assistant provides operational and administrative assistance to the Program Coordinator, faculty and students of the Water and Wastewater Technology program. Administrative Assistant performs a variety of administrative, liaison, coordination, and information management services in support of the Water & Wastewater Technology program delivery.

MAJOR DUTIES & RESPONSIBILITIES * Provides administrative support by organizing and coordinating workflow and determining priorities in order to meet the needs and requirements of the program; resolves day-to-day problems and handles sensitive material.

• Sets up and maintains all filing systems, web pages, contracts, evaluations reports, exams, schedules and other records and program management systems. Liaises with internal and external contacts regarding program requirements; contract training, continuing education and handles all program-related inquiries.
• Informs and advises both incoming and ongoing students as required; assesses and monitors student’s records and notifies the Program Coordinator/Chair of any deficiencies associated with promotion and graduation. Manages and enters all student data and files and generate reports and class lists.
• Provides student services and is the primary contact point for students in the off-site location.
• Assist in contract delivery by recruiting students for contract delivery courses, secure classrooms, organize course materials, prepares instructional contracts, travel and hotel arrangements, purchase course materials, supplies and equipment. Assists with the on-boarding of sessional faculty teaching credit, non-credit and contract courses.
• Assist and leads in continuing studies by updating continuing studies website, Learning Management Systems, prepare course work sheets, mail out learning manuals, upkeep continuing studies student database, mail out course materials, arrange exam invigilation and mail out exams, certificates and transcripts.
• As the program is based off campus, Administrative Assistant provides efficient supervision on day-to-day operation of the offices, classrooms, labs and other facilities. Act as a liaison for divisional facilities and equipment/building concerns, cleaning and ensures operation of equipment by completing preventive maintenance requirements and calling for repairs. Coordinates facilities, supplies and resources for events on and off campus.
• Maintains office/instructor supplies and equipment, including lab supplies, handling of chemicals, glassware, instrumentation, inventory by checking stock to determine inventory level; anticipating needed supplies, placing and expediting orders for supplies; verifying receipt of supplies.
• Performs secretarial duties which include word processing a variety of documents such as correspondence, contracts, evaluation summaries, exams, memos; including taking of minutes. Schedule appointments and meetings; arranges meetings, conference and retreat logistics, including preparation of agendas, telecommunication needs, arranging meeting time, location, food, accommodation and travel arrangements.
• Provide discreet and tactful service as the initial contact. Screen, redirect or handle enquiries as they arise. Confidential, diplomatic and empathetic handling of sensitive, and sometimes potentially volatile, situations required. Identify and report to the Program Coordinator, or designate, emergent issues as they arise to ensure they are dealt with in a timely manner.
• Proofread correspondence that has been prepared for the signature of the Program Coordinator or designate. Prepare and/or check all documents, including compliance checking, from all sources, for signature by Program Coordinator or designate.
• Prepares requisitions for purchasing, reconciles P-Card statements and arranges for payment of invoices.

REPORTS TO
As designated in Water & Wastewater Technology Department

QUALIFICATIONS

EDUCATION:

• Two (2) year Diploma, or a post-graduate Diploma in related science and technology or a related field of study from a recognized post-secondary institution

EXPERIENCE:

• Two years of related work experience, which includes:

• Advanced skills in Word, Excel, PowerPoint and Access (or equivalent)
• Working knowledge of Learning Management Systems (Moodle & Blackboard Learn)
• Experience with science and technology laboratory and equipment operations.

REQUIRED SKILLS, ABILITIES & KNOWLEDGE

• Advanced computer skills in MS Word, Excel, Access, PowerPoint, Adobe and skills in Microsoft Outlook and demonstrated experience utilizing shared network drives or equivalent
• Working knowledge of Learning Management Systems such as Moodle & Blackboard Learn or equivalent
• Experience with science and technology laboratory and equipment operations and knowledge of WHIMS and Transportation of Dangerous Goods
• Demonstrated ability to employ personal initiative to a wide variety of workplace situations and ability to plan, multi-task, prioritize and coordinate workload
• Demonstrated ability to work constructively, time management skills, as part of a team and to work autonomously with little supervision
• Demonstrated ability to work tactfully and courteously with a diverse range of people from the senior administrative level to students, tutors, faculty, and staff as well as a wide range of external contacts, such as industry partners, regulatory bodies, federal and provincial departments and also members of the general public
• Ability to supervise and oversee the day to day operations of offsite classrooms and related facilities
• Ability to advise students on their progress and seek alternate program plans to completion
• Excellent ability to adapt to new technology, software or hardware
• Excellent communication skills, oral and written
• Knowledge of water industry and related regulatory requirements and good understanding of science and technology program deliveries

WORKING CONDITIONS

• Sitting at desk at a computer and on the phone for long periods of time
• General office conditions
• Ability to lift weights in excess of 20 kg
• Program is offsite, commuting between campus and program site required up to 3 times a week.
• Does involve work over evenings and weekends

Please Note: If you are selected for interview, External Candidates will be required to bring a copy of their transcripts to the interview

The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.

Pay Band

CUPE Grade 07 $28.34

Salary rate

Please Note: This position may be subject to a 90% salary for the first 560 hours of employment.

Location

Kamloops, BC CA (Primary)

# of Hires Needed

1

Organizational Unit

Thompson Rivers University -> School of Trades and Technology -> Water Treatment Program

Diversity and Inclusion Commitment:

Thompson Rivers University is strongly committed to hiring based on merit with a focus on fostering diversity of thought within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, Indigenous, Black and People of Color, persons with disabilities and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.

NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake

Company: Thompson Rivers University

Expected salary:

Location: Kamloops, BC

Job date: Wed, 23 Jun 2021 07:54:15 GMT