Vancouver Community College Hiring for Administrative Assistant – I.E. at Vancouver, BC Full Time

Pclass # S9906

Job Summary

The Administrative Assistant, International Education works as an integral member of the department and is responsible for providing administrative support to the strategic and operational activities of the department with minimum supervision. Responsibilities require clerical and accounting work of moderate complexity, independent initiative, problem-solving, organizational abilities, as well as sound judgement. This role maintains a high degree of confidentiality and must act with diplomacy and tact when dealing with issues of a sensitive nature. Reporting to the Director, International Education, the Administrative Assistant, International Education provides administrative support to the Director, and processes agent commission and service fees, vendor invoices and related documents.

Job Duties/Responsibilities

1. Establish and maintain effective working relationships with all constituencies of the College: administration, faculty, support staff, students, external stakeholders and the public.

2. Provide administrative support to the Director, International Education, internal/external committees, and organizations for which the Director assumes major responsibility.

3. Coordinate meetings and provide administrative support for chaired meetings, including preparation and distribution of agenda and backup materials, attending meetings, preparing and circulating minutes and taking appropriate follow-up action as required.

4. Manage the Director’s calendar. This includes scheduling meetings, establishing suitable venues, preparing materials for meetings, arranging catering and parking. In addition, arranges the Director’s travel, accommodations, registration for conferences/seminars and relevant materials as required.

5. Handle telephone calls, greet and provide information to visitors, determine appropriate actions, and make appropriate referrals;

6. Coordinate all communications with stakeholders concerning events the department is involved with and oversee related activities to support events, working closely with internal/external stakeholders;

7. Produce correspondence, minutes, reports and presentation material. This includes, on own initiative, composing, signing, and distributing correspondence related to delegated administrative matters.

8. Track departmental attendance information for review by the Director, ensuring that a complete record is documented and maintained in accordance with VCC policy and procedures.

9. Oversee various administrative tasks, including opening, sorting, and distributing incoming mail, screening and rerouting correspondence, and composing replies for the Director’s signature.

10. Maintain all aspects of the filing and securing of relevant correspondence, college records, minutes and other documents, including maintaining electronic and physical filing systems containing all documentation related to commission and service fee payments.

11. Order office materials and supplies.

12. Reconcile the Department purchasing cards monthly and create and review web requisitions for department purchases.

13. Ensure the smooth functioning of the Director’s office in their absence, using initiative and good judgment to refer matters requiring immediate attention to the appropriate resource for resolution, as required.

14. Process agent and vendor commissions and service fees. Act as a liaison between Finance and International Education team members in the processing of agent commissions and gathering, verifying and organizing completed documentation to facilitate the processing of commission and service fee payments.

15. Prepare a variety of accounting documents. update electronic records. process invoice payments. maintain files. utilize Banner systems for financial data queries and prepare spreadsheets and reports.

16. Prepare forms associated with payment of department invoices. Review and verify external vendor invoices related to department operations comply with existing service agreements and College policies. Prepare, code and complete accounts payable forms.

17. Follow up with agents and/or vendors to verify information or to receive missing information, provide updates and respond to agent and/or vendors’ inquiries, as necessary.

18. Performs other related duties as required.

Qualifications

Education and Experience

• Completion of 2 years’ College program including courses in office management, business administration and specialized coursework in financial accounting.
• Over four (4) years’ recent related senior administrative experience in a similar capacity preferably within a unionized post-secondary academic support setting with two (2) years of related accounting experience within a computerized accounting software environment and or an equivalent combination of training and/or experience may be substituted for the required qualifications.

Skills and Abilities

• Demonstrated excellent customer service focus and skills.
• Maintain effective working relationships with customers, employees, students, vendors, and other external agencies.
• Exhibit a high degree of sensitivity, tact, discretion and respect for confidentiality.
• Excellent written and verbal communications and analytical skills, including ability to compose non-routine correspondence and research and prepare reports independently.
• Ability to think critically and perform all assignments with minimal supervision, to make decisions independently with appropriate judgement, to prioritize work, and to meet deadlines while working under pressure.
• Ability to multi-task, maintain accuracy, and meet deadlines in high volume environment.
• Ability to create spreadsheets. utilize databases and word processing software. maintain records, files, and statistical reports with accuracy and attention to detail.
• Effective organizational and time management skills in meeting deadlines and working with frequent interruptions and heavy workloads at times.
• Demonstrated ability to take and transcribe minutes of meetings with speed and accuracy and experience with the mechanics of board/committee functioning.
• Ability to coordinate events as directed.
• Possess superior English language capabilities, including demonstrated knowledge of English usage, spelling, grammar and punctuation.
• Work and communicate effectively with various groups from various cultural backgrounds and whose first language may not be English, in obtaining and conveying information about policies and procedures.
• Outstanding organizational, computer and secretarial skills (minimum 55 wpm) with a high level of competence in all common functions of MS Office including Outlook, Word, Excel and Powerpoint.
• Knowledge of general accounting practices and budget processes.
• Strong working knowledge of the BC post-secondary education system.
• Intermediate to advanced proficiency in the use of computer applications such as word-processing, spreadsheet, and database software in a Windows environment.
• Experience with Student Information management Systems such as Banner.
• Sound knowledge of accounting practices, financial reconciliations and accounts payable.

Salary Range – Prorated based on FTE

PAYGRADE 24: $1,973.41 – $2,314.17 bi-weekly.

Employment Group Support Staff (CUPE)

Type of Position Permanent

Employment Type Full Time

Department I.E. – ADMINISTRATION

Primary Location – This position may require you to work at all VCC locations. Downtown

Is this posting only for internal applicants? No

Desired Start Date – May be subject to change 09/27/2021

Position End Date – For Temporary Positions

Vacation Blackout Dates

Number of Hours per Week 35

Work Schedule – Hours may vary according to the needs of the Department

Standard work schedule:
Monday – Friday, 8:30 am – 4:30 pm

Fortnight work schedule:
Monday – Friday, 8:15 am – 4:30 pm.

However, hours may vary according to the needs of the department.

Applicability of the fortnight is under review.

Eligible for Fortnight

Special Instructions to Applicant

Vancouver Community College is committed to maintaining a work force that represents the diverse community we serve and we encourage all qualified applicants.

Posting Open Date 09/13/2021

Posting Close Date 09/24/2021

Is this a pooled posting? No