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Administrative Assistant, Faculty of Law - (01170)

This details all the information about the job posting.

Application Restrictions
Open to both Internal and external
Job Type
Administrative/Management
# of Hires Needed
1
Applications will be reviewed commencing the closing application date and may continue until the position is filled.
Posting In effect from
8/1/2014
Closing Application Date
22/1/2014
Full/Part Time
Full Time
Admin Type
Ongoing
Anticipated Start Date
27/1/2014
Position End Date (If Applicable)
Organizational Unit
Thompson Rivers University -> Faculty of Law -> Dean, Faculty of Law
Location
Kamloops, BC CA (Primary)
DUTIES
***ADVERTISING ONLY - SUBJECT TO BUDGET APPROVAL***
 
 
OVERALL PURPOSE:
 
The Divisional Administrative Assistant is an administrative support position working under the direction of the Dean of Law and the Assistant Dean.  The position acts as a member of the division’s management team and participates in divisional initiatives, organizes resources, analyzes confidential data (often sensitive in nature) and develops, manages and coordinates projects as assigned.  The Divisional Administrative Assistant manages atypical and routine, recurring or annual administrative tasks, scheduling appropriate timelines, monitoring progress and reporting periodically to the Dean and Assistant Dean. 

The Divisional Administrative Assistant works with the Dean and Assistant Dean to facilitate the organized and timely completion of various reports and projects and actioning, maintaining and reviewing various management systems evaluation, budget preparation, and recruitment.

MAJOR RESPONSIBILITIES:
  1. Provide confidential administrative support to the Dean and Assistant Dean including managing confidential schedules and emails, preparing meeting materials, agenda and meeting minutes.  Provides basic administrative support to the Faculty of Law Members. 
  2. Supervisory Responsibilities:  The Administrative Assistant will supervise and coordinate secretarial staff within the Division.  The Assistant will ensure terms and conditions of collective agreements are administered correctly and are consistent with administrative policies and regulations. 
  3. Financial Management:  Working with the Dean and Assistant Dean will oversee annual Operating Budget and Capital Budget requests by assembling and circulating pre-planning data and documents; soliciting departmental budget proposals (as needed); circulating budget information packages prior to budget meetings, recording proceeding and decisions of budget meetings and assembling into a Divisional Budget Proposal and monitoring budget reports.  Under the direction of the Dean and Assistant Dean, assists in the analysis, development, implementation and maintenance of cost effective equipment maintenance, inventory and logistic systems to support programs.
  4. Human Resources Management:  Under the direction of the Dean and Assistant Dean, schedules timelines for the various steps in the summative evaluation system, organize a record of various individual responsibilities with respect to the evaluation of each faculty member in the Division needing summative evaluation.  Organizes a schedule of questionnaire administration, classroom visits and other data gathering and administers questionnaires to classes.  Manages, organizes, maintains and all sensitive evaluation date; ensure proper evaluation record keeping in the Divisional Office.  Assemble the quantitative and qualitative data and route to the appropriate parties and monitor completion of the various steps in the faculty evaluation process.  Coordinates and participates in (when applicable), the hiring process for Faculty and CUPE staff within the Division.  Provides the Dean and Assistant Dean with advice on the Collective Agreements concerning day to day operational activities such as the hiring process, performance reviews, leaves and other daily activities. 
  5. Information systems and reporting:  Creates production of Departmental and Divisional Schedule of Courses offered for Fall, Winter and Summer semesters.  Monitors the completion of Exam Request Forms by faculty and liaises with the Registrar Office to ensure completion.  Assists in the managing of various information systems such as section size printouts, stable enrollment date enrollment reports, workload planning form data and provides feedback based on data analysis to the Dean and Assistant Dean.  Assembles and creates reports for the use of members of DMG.  Coordinates the preparation and final presentation of calendar material and other official documents.
  6. Project development:  Provides leadership, management and coordination as assigned, including interface between the Dean, Assistant Dean, groups and committees to meet project goals, deadlines and deliverables within Division.  Maintains Faculty of Law website for accuracy and marketing. 
QUALIFICATIONS

EDUCATION: 

  • Post-Secondary Bachelor’s Degree in related field, Master’s Degree preferred

EXPERIENCE:

  • Five years related administrative experience at a similar level in a post-secondary environment, preferably with law background, with demonstrated examples of project and financial management

SKILLS & KNOWLEDGE:

  • Demonstrated ability to work independently, tactfully and discreetly under pressure, with a diverse range of people from the senior administrative level to students, faculty and staff as well as a wide range of external contacts
  • Effective interpersonal and communication skills, both oral and written, in a confidential environment
  • Advanced computer knowledge with a high level of understanding of Microsoft Word, Excel, PowerPoint, Access, and web management systems
  • Ability to deal with staff, students, colleagues and external vendors with courtesy, discretion and tact: ability to deal with difficult situations appropriately
  • Ability to exercise considerable independent action, based on good judgement
  • Ability to project manage and coordinate committees
  • 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 research environment
  • Ability to operate related equipment such as photocopiers, fax machines and audio-visual equipment
 
Please Note: If you are selected for interview, please ensure that you bring a copy of your transcripts to the interview
Pay Band
Admin Pay Band AL
Equal Employment Opportunity Statement
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. As part of its commitment to Employment Equity, TRU encourages applications from qualified members of the four designated groups: women, aboriginal peoples, persons with disabilities, and visible minorities. Applicants are invited to identify themselves if they belong to any of the four designated groups.