Posting Number SS0205
Position Information
Division Student Services & Registrar
Department Student Services/Registrar
Supervisor Title Registrar
Location Comox Valley(CV)
Posting Type Internal/External Posting
Position Status Temporary
If Others, please specify
Desired Start Date 05/09/2022
Position End Date (if temporary) 09/09/2022
Weekly work schedule (please indicate the start and end times for each day of work)
Monday to Friday 0830-1630
% 100
Pay Grade J (interim): Under Review
Position Summary
The Administrative Assistant to the Registrar is responsible for the provision of administrative support to the Office of the Registrar within a framework of the established policies, procedures and regulatory legislation. The position requires excellent coordination, time management and communications skills combined with a high degree of judgment, to maintain collaboration between the Student Services and other sectors of the college as well as with other government departments and the general public. A thorough knowledge of College and Divisional goals and objectives, policies and procedures as well as relevant collective agreements, and knowledge of databases is essential. The Administrative Assistant maintains a commitment to supporting sustainability, equity, diversity and inclusion at NIC. The Administrative Assistant will also provide admin support to the Director Future Students & Community Engagement and VP Students & Community Engagement as needed.
Position Competencies
Job Knowledge; Judgment; Teamwork; Planning & Organization; Customer Service Excellence; Communication & Interpersonal Skills
Duties & Responsibilities
Provide administrative support to the Registrar by:
1. Handling and processing all materials of a confidential nature emanating from or directed to the Registrar
2. Interaction with students, staff, faculty and high-level internal and external contacts and exposure to confidential and sensitive information requiring considerable use of initiative, tact, diplomacy, discretion, and excellent judgement.
3. Corresponding with the Governor General and Lieutenant Governor offices regarding their awards and the award recipients.
4. Analyzing and reviewing information and requests to the Registrar in order to assist with prioritizing the Registrar’s workload
5. Coordinating activities and acting as a liaison with other areas of the College.
6. Using initiative and judgment, assess the importance and urgency of issues or problems that arise, address issues, or alert the relevant leadership of potential problems or conflicts during the absence of the Registrar.
7. Managing communications for the Office of the Registrar where appropriate.
8. Working with and assisting the Associate Registrars and other direct reports to the Registrar, as needed.
9. Processing procedural and routine administrative functions within the Office.
10. Processing and coding requisitions, travel claims, leave forms, timesheets, PD/CD forms, Employee Appointment Requisitions etc.
11. Preparing and assessing information and correspondence destined for or emanating from the Registrar and preparing responses or draft responses as required.
12. Supports the annual review of academic progression as it relates to Policy 3-37 Academic Standing & Progression. This will require the ability to understand colleague SIS and the student record.
13. Supports the Registrar with coordination and correspondence to students in response to Academic Standing & Progression.
14. Scheduling appointments by analyzing workload and preparing required materials prior to scheduled meetings.
15. Organizing and planning travel arrangements including flights, accommodations, and itineraries.
16. Researching, collecting, assessing, and reviewing information to be used for Office of the Registrar reports. Developing written reports or sections of reports, in appropriate formats for the presentation material.
17. Writing documents for publication.
18. Updating college wide resources and maintaining the reference documents in the Resources for Supporting Students web part on the Employee portal.
19. Responsible for producing official NIC forms used by applicants, students and employees. Incumbent is expected to have tech and design skills to make this user-friendly, efficient, and functional.
20. Maintaining Office filing system and ordering supplies.
21. Building the content structure and using judgment to ensure enterprise information is uploaded and maintained in an accurate and timely manner on the institutional myNIC sites for both internal stakeholders. Knowledge of hypertext markup language is required for student myNIC site.
22. Writing content for the student myNIC announcements and hallways monitors. Creating digital slides for display on hallway monitors college-wide.
23. Managing (adding/removing members) those authorized to access various myNIC team site for committees and the division.
24. Working in collaboration with Marketing and through consultation with Divisional stakeholders manage internal campus digital signage priorities related to Student & CE Division priorities, ensuring information is accurate and up-to-date.
25. Creating and maintaining the Student Services Procedures Manual. Documenting internal procedures and maintaining business processes, procedures and practices.
26. Managing authorization for confidential information resources (data as well as application access) for Student Services staff via institutional Active Directory security groups.
Monitor administrative activities and provide a point of contact with student representatives on behalf of the Registrar by:
1. Scheduling, attending, and taking minutes at regular management meetings including room bookings and room set-up, and gathering relevant information for the agenda.
2. Assisting in the development and monitoring of and analyzing of department operating budgets including flagging items for action.
3. Monitoring a schedule and a “bring forward” and “action items” file for special assignments to unit managers and following up to ensure timely completion.
4. Ensuring dissemination of information and materials to appropriate Registrar Office managers.
5. Participating in the orientation of new staff in the Office of the Registrar.
6. Facilitating communications between the Registrar’s Office, the Division of Students & Community Engagement and other College sectors including the North Island Students’ Union.
7. Preparing and advising recipients of academic medals, awards and bursaries.
8. Provides a lead role supporting the Registrar with the planning, organization, and delivery of the College’s Convocation Ceremony. This includes providing direction and guidance to both temporary employees and volunteers who support convocation events.
9. Participates in committees and provides key support for other Student & Community Engagement events which may include organizing and guiding volunteers or other temporary supports.
10. Taking a lead role with organizing and overseeing the college-wide governance elections; leading the Election Officers and working closely with IT to produce the election electronically. Manage and track all elected members of Education Council and Board of Governors.
11. Educating students on Canadian/NIC’s elections system (first-past-the-post).
12. Guiding students through the election process
13. Other duties related to the Administrative Assistant role as assigned by the Registrar.
Supports the Director Future Students & Community Engagement:
1. Provides administrative support to the Director Future Students & Community Engagement including calendar support, travel and other administrative duties that support the Director’s office.
2. Provides support as need for special events hosted by the Director.
Supports Vice-President Students & Community Engagement:
1. Administering the Student Employment Program budget including allocating and monitoring funding, reviewing and approving timesheets. Knowledge of the employment standards act is required.
2. Keeps an accurate divisional organizational chart, including contact information about services provided from our division for internal use.
3. Provides Administrative support Divisionally where needed, including coverage for other administrative supports within the division of VP Students & Community Engagement.
Required Education & Experience
1. Two year post-secondary diploma in Business Administration, Office Management or Administrative Assistant or equivalent related two year post-secondary education.
2. Three to five years of experience in the capacity of administrative assistant to a senior administrative position.
3. Two years demonstrated financial accounting experience and equivalent education.
Required Knowledge Skills & Abilities
1. Demonstrated excellent administrative skills including knowledge of, and expertise in office automation including: word processing, spreadsheet operation, data base manipulation and electronic mail; experience with local area networks and wide area networks is an asset.
2. Ability to use other software, including OneNote and Visio and presentation software, including but not limited to PowerPoint or Prezi.
3. Knowledge of Ellucian finance and student modules, ImageNow, and Adobe InCopy is an asset.
4. Knowledge of hypertext markup language.
5. Excellent organization and time management skills with the ability to work independently to plan and prioritize tasks efficiently to meet deadlines and ability to follow standard business practices.
6. Demonstrated excellent administrative support skills including the ability to take responsibility, display initiative, and make independent decisions are required.
7. Demonstrated experience in dealing with and maintaining a high degree of confidentiality and sensitivity.
8. Excellent writing, oral communication skills, proofreading and the ability to pay close attention to detail are required.
9. Ability to work well as a team and when assigned, provide guidance to volunteers and temporary employees supporting special projects and events.
10. Ability to relate well and to work effectively with College staff, external agencies and the general public are required.
11. Knowledge of College policies, procedures and collective agreements in the post-secondary education environment.
12. Knowledge of the employment standards act required.
13. Knowledge of the criteria for the Governor General Academic medal and Lieutenant Governor’s Medal Program for Inclusion, Democracy and Reconciliation.
14. Knowledge of the College and Institute Act as it pertains to the Board of Governor and Education Council elections.
Special Instructions to Applicant
Please scan copies of your transcripts into one document for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution.
Posting Detail Information
Posting Open Date 04/25/2022
Posting Close Date 04/29/2022
Open Until Filled
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