My client is a fast growing online and distance educational institution. They are looking for a Administrative Assistant for their Athabasca, AB location. This is a long term salaried contract with the possibility of extension.
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Please read the job description below. If this job interests you, please reply to this email with an updated resume as a Microsoft Word attachment, along with your salary expectations to xxxxxxxxxxxxx@xxxxxxxxxxxxx.xxx.
Position Summary
Under the direction of the Information Technology Systems (ITS) Project Coordinator, this position provides administrative support to the operations of the Project Management Office. This position serves to organize, facilitate, and document all ITS governance and high-level project meetings. The Administrative Assistant must demonstrate exceptional communication and organizational skills in fulfilling the duties of this position.
Duties and Responsibilities
Serves as a liaison with AU staff (executive, management, academic, professional and support), as well as with external agencies, ranging from government ministers, executive officers of various institutions, officers/staff of private corporations, AU students and members of the general public.
Compiles agenda packages for ITS Governance Committee, Operations Management, and Project Coordination meetings, including the undertaking of research for background materials as required.
Assist the ITS Project Coordinator with logistics for meetings administered by the Project Management Office, including but not limited to room bookings, meals, and technical equipment arrangements.
Provide administrative support for budget monitoring for the ITS Project Coordinator. This includes coding expenses, documenting and tracking costs incurred.
Maintain the filing system for the Project Management Office.
Assist with the tracking of official records of the Office of the CIO and coordinate the binding and archival of these documents as required.
Prepares reports/presentations for the staff of the Project Management Office.
Maintain calendars for Office of CIO, all ITS Governance Committees, and Operations Management Committees.
Maintain professionalism, including sensitivity to confidential information or documentation.
Perform general office duties including, but not limited to, photocopying, faxing, filing, word processing, spreadsheet development and database management.
At the end of each work day, ensure that all areas are secured; and all equipment in common areas is turned off.
Accept such additional responsibilities, duties and assignments from the ITS Project Coordinator as required.
Classification Factors
Context and Complexity
This position works in a high profile, fast-paced environment under constantly changing conditions.
Tact, diplomacy, professionalism, and adherence to internal and external protocols are essential.
This position shall have regular access to information of a confidential nature. Confidentiality shall be upheld to the utmost degree.
This position requires the ability to work on more than one task concurrently, under pressure and with frequent interruptions.
This position requires a high level of interpersonal skills.
The complexity of functions within the area requires the ability to work with minimal supervision and comprehensive knowledge of the global workings of the University.
To maintain productivity expectations, the incumbent must manage time effectively, be organized, establish priorities (and often revise priorities) balance heavy workloads, handle multiple and diverse tasks, and adhere to strict and competing deadlines.
Must keep current with respect to University services and programs.
Work Problems
Variable situations often require self-motivation and proactive thinking.
The incumbent must be accurate and thorough in all aspects of the work. Errors may affect not only the Office of the CIO, but ITS Governance Committees as well.
Managing, organizing, and completing a high volume of work which consists of regular daily duties plus a wide range of ad hoc projects and requests.
Must be capable of determining when to provide solutions to problems independently and times to seek advice from a supervisor.
Incorrect advice or information could have a substantial negative impact. The complexity of functions within the area requires the ability to work with minimal supervision and comprehensive knowledge of the global workings of the University.
Assists with the development of efficient and effective administrative processes for the Office of the CIO through identification and recommendation.
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