Administrative Assistant - Campus President & Dean of Academic Affairs

  • Location: The Art Institute of Vancouver
  • Job Code: 1239
  • Number of jobs available: 1
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Administrative Assistant

Campus President & Dean of Academic Affairs

Summary:   The successful candidate will provide administrative support to the Campus President and the Dean of Academic Affairs and interacts on an ongoing basis with members of The Art Institute of Vancouver’s Executive Committee and the members of the Academic Affairs team. 


Key Job Elements:

  1. Greets visitors to the Administration area and handles routine inquiries independently.
  2. Performs clerical duties including but not limited to filing, copying, typing, preparing agendas, taking and transcribing meeting minutes.
  3. Answers telephones and directs inquiries to the Campus President/Dean of Academic Affairs office as appropriate. Prepares Board of Directors, Executive Committee, OPM, and other meeting minutes. Organizes meeting dates, meeting structure, and sends out agendas. Prepares school’s Key Statistics Report for Executive Committee Meetings.
  4. Enters data into a variety of databases and generates reports.
  5. Tracks expenditures, prepares expense reports, and submits budget reports following budgetary guidelines. Assists in forecasting future budgetary needs.
  6. Prepares answers for routine correspondence for distribution over own signature and prepares correspondence for others signature.
  7. Schedules all meetings as necessary including off-site and large group meetings. Makes travel arrangements for Campus President/Dean of Academic Affairs and visitors as appropriate.
  8. Organizes conference calls and is responsible for the related setup.
  9. Completes Provincial/Federal documents and surveys accurately and on time. Gathers information, completes documents and submits to reporting agencies.
  10. Participates in special projects as assigned.
  11. Other duties as assigned.

Reports To:   Campus President & Dean of Academic Affairs

Interacts With:   Supports all staff of the department and interacts with school personnel, visitors, and students


Job Requirements (Knowledge, Skills and Abilities):

 

1.  Knowledge:

  • Bachelor's Degree or at least three years' of progressively responsible experience providing administrative support in a fast paced environment at a senior level.
  • Experience handling the scheduling of conference calls and meetings, including travel arrangements.

2.  Skills:

  • Excellent written and verbal communication skills.
  • Strong interpersonal skills with both faculty and student population.
  • Superior organizational and problem solving resolution skills.
  • Personal computing skills:  proficiency in Microsoft Word, PowerPoint and Excel.  Some experience in database programs.
  • Professional telephone manner.

3.  Abilities:

  • Ability to interact effectively as a member of a team and work collaboratively with other departments.
  • Ability to listen to customers (e.g. students, staff, etc.) and to understand and respond positively to their requests.
  • Ability to handle multiple tasks.
  • Ability to adapt to changing assignments and juggle multiple priorities.

 

Applicants should submit a Word compatible resume and salary expectations to aivbhr@aii.edu –  with the subject header Administrative Assistant no later than March 5th, 2017.


We would like to take this opportunity to thank all candidates in advance. Only candidates who meet our requirements will be contacted.

 


 

Environment:   The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The term "qualified individual with a disability" means an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of the position.
While performing the duties of this job, the employee is regularly required to communicate professionally in person, over the telephone, through email and other electronic means, move about the office or school, handle various types of media and equipment, and visually or otherwise identify, observe and assess. The employee is occasionally required to lift up to 10 pounds unless otherwise specified in the job description.

Notice
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

 

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