Application Restrictions

Open to both Internal and external

Job Type

Administrative/Management

Posting In effect from

18/9/2023

Closing Application Date

2/10/2023

Applications will be reviewed commencing the closing application date and may continue until the position is filled.

Full/Part Time

Full Time

Admin Type

Ongoing

Anticipated Start Date

9/10/2023

Position End Date (If Applicable)

DUTIES

The Administrative and Planning Assistant provides confidential professional, managerial, administrative and planning assistance, and is accountable for the overall management of the Offices. The incumbent liaises and communicates with the executive offices of the President and the other Vice-Presidents, Deans, Directors and other administrative staff, support staff and faculty at TRU. The incumbent also liaises with provincial, national and international external agencies, organizations, ministries and institutions.

MAJOR RESPONSIBILITIES

Provide efficient day-to-day operation of the IPE department, including signing authority for departmental requirements and requests.

Provide project coordination and support for IPE projects including monitoring and tracking the progress of strategies, identifying and tracking issues

Manage special projects and other assignments with initial direction from the AVP and bring them to successful conclusion with little or no additional support.

Assist in facilitating planning engagements.

Support strategic planning and foresight initiatives.

Conduct ongoing scanning to identify new trends and monitor how known trends are evolving.

Develop and regularly update trend documents and tools to support planning at TRU such as environmental scans, briefing notes and reports

Develop infographics to support planning and reporting

Assist with hiring process by coordinating schedules, contacting candidates, arranging interviews, booking accommodation and conducting reference checks.

Schedule appointments and meetings. Organize meeting, conference and retreat logistics, including preparation of agendas, arranging meeting time, location, food, accommodation and travel arrangements.

Provide confidential, diplomatic and empathetic handling of sensitive situations as required.

Sort and direct pertinent correspondence and reports flowing through the IPE department. Recognize subject matter in need of tracking so it can be brought to completion. Proofread correspondence and reports

Prepare various confidential reports for management and/or Board of Governors, reports for public bodies; complete cheque requisitions; expense reports, assign financial codes, and help monitor financial commitments and expenditures.

REPORTS TO Associate Vice-President, Integrated Planning and Effectiveness

QUALIFICATIONS

REQUIRED KNOWLEDGE/SKILLS

Bachelor's Degree

Three to five years' experience in an administrative role in large public/private organization

Demonstrated ability to work tactfully and courteously with a diverse range of people from the senior administrative level to students, faculty and staff as well as a wide range of external contacts

Excellent computer skills in MS Word, Excel, Access, PowerPoint, Adobe

Excellent communication skills, oral and written

Demonstrated ability to plan and organize work

Demonstrated time management skills

Ability to coordinate multiple schedules

Project Management

Supervise the work of others on projects undertaken

Use initiative; work autonomously with little supervision

Pay Band

Admin Pay Band AL

Location

Kamloops, BC CA (Primary)

# of Hires Needed

1

Organizational Unit

Thompson Rivers University -> Integrated Planning and Effectiveness

Diversity and Inclusion Commitment:

Thompson Rivers University is strongly committed to hiring based on merit with a focus on fostering diversity of thought within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, Indigenous, Black and People of Colour, persons with disabilities and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.

NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our Careers website. External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.