Bow Valley College Looking for Director’s Assistant and Department Liaison at Canada Full Time

Bow Valley College is the largest and fastest growing Comprehensive Community College in Alberta. We have locations across southern Alberta helping over 17,000 learners each year. Our mission is to contribute to the vitality of communities and strength of the economy through innovative adult education programs and services which equip students for successful living, lifelong learning, and employment in a global knowledge-based environment.

Why work at Bow Valley College? Bow Valley College is made up of employees who are committed to our learners´ success, as well as each other´s. Our staff and faculty consistently say it is the people who keep them at the College, the opportunity to make a difference in the lives of our students, and the incredible support they receive from their co-workers and supervisors.

Our Indigenous Relations and Reconciliation team has an exciting opportunity for a Director’s Assistant and Department Liaison.

This senior level administrative position provides support for the broad and diverse needs of the Indigenous Relations and Reconciliation department and reports to the Director. The incumbent supports the Director and is responsible for key processes, administration and services that are highly diverse and often complex. This role carries the responsibility of liaison on behalf of the department with key contacts within the College such as Finance, Human Resources and Payroll as well as all Indigenous Relations and Reconciliation team members, outside agencies, and students.

Responsibilities:

Department Liaison

• Serves as the communication hub (phone, email, mail) for the department on inquiries from students, the public, and college departments related to reconciliatory matters. The incumbent must assess inquiries and respond either directly or redirect to the appropriate area for further follow up; may require investigation of how a particular item can be best handled. Follows up to ensure that items have been handled.
• Serves as the department representative on the College’s Senior Administrative Support Team
• Serves as department lead editor and information maintenance provider for department information on College Connect (employee intranet), and the external website.
• Maintains and distributes the department organizational chart, contact list, emergency contact list, email distribution lists, and Outlook directory for department.
• Maintains and monitors staff absence communications and departmental updates.

Event Administration

• In collaboration with other applicable departments (Marketing & Recruitment, Student Services, etc.) develops plans and organizes logistics for internal and external meetings, events and ceremonies, including, but not limited to:
  • Various traditional Indigneous ceremonies
  • Knowledge Keeper and Elder visits and events
  • Awareness events/activities
  • Speaker/Panel events
  • Centre Tours
  • Educational/Cultural Fieldtrips
  • Iniikokaan Centre meetings and events
  • Collaborative events with community partners
  • Graduation Celebrations
  • Elder in the classroom engagement requests and process
• Responsible for logistical coordination of events including guest list, set-up, catering, financial documentation, decoration, rentals, gifts, etc.
• Maintain event invite and RSVP lists: develop invite lists from different database and sources, deploy electronic invitations and track attendance and attendee needs
• Plays a key role in disseminating information and collecting information, coordinating post-event reviews
• Creates, documents, administrates and adjusts processes and procedures for the unit and Centre.
• In collaboration with other applicable departments, coordinate volunteers (learners, alumni, and employees) for events, and providing training and event materials and day-of event volunteer direction.
• In consultation with other applicable departments (Marketing and Recruitment, Communications team, etc.), coordinate communications for events and develop associated promotional materials for the same.
• Create follow up event reports for internal distribution including feedback forms, event summary, participation tracking – using paper forms or electronic survey software.
• Collaborate with other college departments on events and programs for the purposes of networking, education/awareness, coordinating event participation, learner/alumni engagement.
• Coordinate communication targeting alumni with Business Development and Alumni Relations via social media and electronic media.
• Conduct research and obtain quotes relating, but not limited to venues, catering, flowers, entertainment and additional rental items.
• Effectively communicate with vendors/contractors, community members regarding event needs to facilitate the quote process.
• Ensure quotes, invoices, requisitions and contracts are approved by appropriate authorizer
• Coordinate affinity partnership promotional materials and messages with Business Development and Alumni Relations to ensure benefit information reaches current learners and alumni community
• Track, file and maintain invoices and related event paperwork – update financial tracking sheets
• Track metrics related to programs and services.
• Update Career Services Job Boards on campus with current postings and event/service information

General Department and Manager/Director Support

• Provides administrative support for the Director including document processing and scheduling, managing competing scheduling priorities through effective communication/negotiation.
• Provides administrative support for next level managers such as producing and editing documents, scanning documents, producing letters, handling forms, etc.
• Makes travel and other logistical arrangements as required.
• Creates, organizes, and maintains departmental electronic and manual files, including responsibility for records management, including but not limited to MS Teams and Sharepoint files, maintaining current information and archiving information as appropriate.
• Documents, maintains, and distributes department processes, manuals, and workflows.
• Develops and maintains department templates (forms, memos, guidelines) as required.
• Prepares electronic documents for workflow/signing and coordinating distribution and tracking as applicable.
• Produces correspondence/documents/reports/presentations as required.
• Manages the supply ordering and purchase processing for the department, including Pcard purchases, invoices, PSR’s, and researching vendors and pricing in consultation with the purchasing department.
• Manages the collection of employee emergency contact information.
• Leads the equipment, furniture, and other repair request processes for the department.

Human Resources/Payroll Coordination

• Takes lead department responsibility for employee pay-related matters including monitoring, collecting, submission, accuracy, quality, timeliness of required information and data
• Serves as department lead for administrative flow between department and HR, including the submission of forms.
• Provides guidance to the leadership team and staff on the appropriate use of HR forms and systems including, HR Smart (employee recruitment/hiring portal) and Agresso Webservices (employee HR portal) for hourly time submission and continuous absence input, etc.
• Handles, monitors, and distributes reports such as absence reports and quarterly employee review reports
• Tracks employee data entry of vacation, illness and other time allocations as set by the collective agreements
• Monitors and identifies issues related to employment start/end dates, inputting of vacation days and other entitlements and related issues.
• Implements HR processes to be followed within the department in consultation with Human Resources personnel
• Provides information and clarification to staff regarding pay and benefits in consultation with HR.
• Handles requests for and organization of temporary staff for the department.
• Handles the forms and the facility and equipment-related processes related to employee termination.
• Orchestrates staff / workstation moves and makes the associated administrative arrangements.
• Problem solves issues related to human resources through liaising with Human Resources personnel.

Job Requirements:

Minimum Qualifications

• Diploma (Business Administration or Accounting and Financial Management preferred)
• 3 years senior level administrative experience
• Demonstrated personal, lived experience of Indigenous cultures, histories and knowledges, and familiarity with Indigenous communities and organizations
• An equivalent combination of directly related education and experience may be considered

Preferred Qualifications

• Office management
• Working with a diverse clientele
• Experience in a post-secondary setting would be an asset.
• Ability to prioritize work with constant changes and interruptions
• Ability to multitask
• Event and project management
• Excellent written and verbal communication skills
• Strong problem-solving skills
• Ability to deal with confidential matters
• Advanced computer applications knowledge, such as Word & Excel, as well as student information system

This is a full-time, continuous position.

Please note all successful candidates will be required to provide copies of government issued identification and proof of educational qualifications upon hire and may be required to provide an enhanced police information check.

Diversity and Inclusion Commitment

Bow Valley College is strongly committed to fostering diversity and inclusion within our community. We welcome applications from qualified candidates who would contribute to the further diversification of our employees including, but not limited to, visible minorities, Indigenous peoples, persons with disabilities and persons of any sexual orientation or gender identity.