Collective Leadership Administrative Assistant

Are you an organized and proactive professional with a passion for supporting dynamic leadership teams? We are looking for a Collective Leadership Administrative Assistant (ASL 4) to provide critical administrative support, ensuring smooth and efficient operations. If you excel in a collaborative environment and thrive on multitasking, we invite you to join our organization.

Position Type: Regular

Location: Moncton

Salary Range: $47,372 to $57,252 per annum

Education:

• A minimum of a high school diploma plus a one (1) year post-secondary program in a related field and a minimum of five (5) years of related work experience or, high school diploma plus a 2 year diploma in a related field of study and four (4) years of related experience.
• Some supervisory experience may be required.
• An equivalent combination of training and experience may be considered.

Technical Skills:

• Knowledge of computer software including, but not limited to MS Word, Access, PowerPoint and Excel.

Professional Skills:

• Excellent organizational skills and ability to set priorities when encountering conflicting demands.
• Ability to effectively work with and provide information, assistance, and related services to the public, faculty, staff, and students in a tactful, pleasant and helpful manner.
• Ability to work independently and as a member of a team--working harmoniously with others
• Ability to accurately enter information into software databases.
• Ability to maintain confidentiality and privacy requirements with regards to the position and to student information.
• Ability to exercise tact, discretion, good judgement and diplomacy.
• Excellent organizational skills maintaining accuracy and attention to detail.
• Ability to work well and problem solve in a fast-paced environment, fulfilling the demands of the position at peak periods.

Candidates must clearly demonstrate how they meet these qualifications on their resumes.

Other combinations of education and experience may be considered as equivalent. Subject to competition response, the minimum qualifications may be raised.

All applicants must be eligible to work in Canada at the time of application. This competition may be used to fill future vacancies at the same level.

Reporting to the Facilities Manager, the Administrative Assistant is key to the efficient operation and reporting required of Facility & Ancillary Services (FAS) providing budget support, tracking of documents and health and safety program support.

In this role you will:

• Prepare bank deposits and cash management daily and monthly for revenue of the Bookstore, Student Services, Cafeteria commissions, vending machines and facilities recyclable fund.
• Prepare monthly financial reports and assist with budget adjustments as needed.
• Assist with purchasing system, EPR creation, purchase card tracking, petty cash purchases and payment of invoices.
• Maintain records of vehicle maintenance - inspections, insurance, documentation, service appointments, routine scheduled maintenance
• Maintain records of third-party liability insurance information from external clients renting space, liaise with corporate contact, ensure clients are invoiced for costs
• Filing documents such as, lease agreements, MOU's, procurement documents, etc.
• Record and track Health and Safety related items - JHSC minutes, incident reports, WorksafeNB documentation.
• Track safety training required for staff (first aid, WHMIS etc).
• Ensure safety boards are up to date, printing and posting signage as required and providing follow-up on action items discussed during meetings.
• Event coordination/support. Prepare tickets to support event, to Custodians, IT and any other department involved to support event, decorate and arrange tables, etc.

• A culture that is focused on nurturing a sense of belonging for all employees.
• Become a member of the New Brunswick Public Service Pension Plan.
• Opportunities for professional development and training.
• NBCC supports the wellbeing of its employees. We provide free access to an Employee and Family Assistance Program (EFAP).
• Paid sick and vacation leave.
• Volunteer leave.
• Tuition Reimbursement Programs (Employee: Tuition Reimbursement Program AND Family: Tuition Reduction Benefit - Spouse and Children).

This position is a unionized position where the terms and conditions of employment are in accordance with the NBUPPE - Administrative and Program Support Services collective agreement for the College.

The New Brunswick Community College (NBCC) is committed to being flexible in its operations and to the wellbeing of its employees. This includes considering reasonable requests for alternative work arrangements, when feasible, to meet the changing needs of the College and its students. In order to ensure our student needs are met, flexible work arrangements cannot extend beyond the New Brunswick border. NBCC employees must be living in a location that is a reasonable distance from one of our seven work locations around the Province.

We promote an equal opportunity work environment.

All interested candidates are invited to submit a detailed application, with a resume, online by June 26, 2024. All applications will be acknowledged upon receipt.