Career Services delivers programs and services to help students manage their careers now and into the future. Reporting to the Associate Director, the Assistant Office Manager provides administrative, financial, and organizational support that contributes to the smooth and efficient functioning of Career Services. The Assistant Office Manager will provide administrative and budget planning support, coordinate and plan for physical services, and complete financial transactions. In addition, the incumbent will coordinate the use of the MyCareer system, acting as the first line for support requests, keeping documentation up to date, liaising with on-campus partners using the system, and recommending ways to improve system performance.
Committed to equity, diversity, and inclusion, the Assistant Office Manager serves as a primary contact for the department and is responsible for leading administrative staff. The successful candidate will be responsible for promoting and maintaining an inclusive, service-oriented environment for staff and students.
The schedule for this position requires the incumbent to work occasional evenings and weekends.
- Administer the operating funds for Career Services; reconcile statements, and prepare and monitor budgets. Monitor expenses, process transactions, maintain spreadsheets and accurate records, analyze data and resolve problems as they arise. Manage credit card accounts, determining expenditures and reconciling monthly statement. Prepare financial statements for annual and project reports.
- Maintain and update multiple sites as needed. Ensure the website information is relevant and current. Monitor social media applications and usage, managing user roles and permissions. Provide input in the promotion of new technologies and platforms, and participate in their implementation.
- Contribute to discussions to define and manage the IT requirements for Career Services. Identify need for equipment and software, sourcing and purchasing as required. Maintain electronic and web-based resources, including the MyCareer (CRM). Liaise with vendor to install software upgrades, assist department members with routine software and/or hardware questions.
- Prepare drafts of Annual Reports. Prepare, coordinate and oversee the production and distribution of Career Services’ promotional/information materials and publications including an annual magazine.
- Participate in the planning and development of procedures and policies, contribute to discussions to determine goals.
- Coordinate and plan for physical services in consultation with senior staff, such as space allocation, assigning and maintaining equipment, security, purchasing supplies and maintaining inventory, scheduling maintenance/repair issues.
- Plan, prioritize and manage the work of employees, providing strategic and tactical advice, guidance and coaching. Identify the need for staff resources, participate on staffing committees, and make effective recommendations regarding employee selection.
- Manage performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis.
- Assess staff training and development needs, and ensure that employees receive training required to improve and sustain successful performance.
- Investigate, address and resolve employee/labour relations issues, including disciplinary matters. Make decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination.
- Act as main contact for Career Services, and resource person to the Director and Associate Director. Liaise with others in the Division of Student Affairs, within the University, and with outside partners, agencies and organizations. Resolve problems, redirecting when necessary to the Director or Associate Director.
- Serve as the Departmental IT Representative, Timekeeper, and Departmental Communications Representative for the Centre.
- Provide administrative support to the Director when required by prioritizing, rearranging, and deferring appointments and meetings, preparing and distributing confidential correspondence, and gathering and compiling data. Coordinate travel arrangements as needed.
- Undertake other duties as delegated in support of Career Services.
- Completion of a three year post secondary diploma, combined with several years of relevant administrative work experience (university degree preferred).
- Advanced computer and office skills; advanced knowledge of word processing, spreadsheets and databases.
- Knowledge of bookkeeping and accounting practices to perform financial duties: analyse financial data and trends; generate financial reports and statement.
- Supervisory and leadership experience.
- Knowledge of university structure, policies and procedures would be considered an asset.
- Satisfactory Criminal Records Check and Vulnerable Sector Screening required.
- Consideration may be given to an equivalent combination of education and experience.
- Excellent communication (both verbal and written), listening, and interpersonal skills are critical in order to perform the many duties in this position that require interaction, support and communication.
- Ability to synthesize and organize financial information for periodic reports and to support budget preparation
- Analytical, interpretive and problem-solving skills: able to examine multiple possibilities for alternative solutions; possess resourcefulness, creativity, and initiative; work efficiently with little direct supervision.
- Strong organizational and time-management skills; coordinate multiple tasks and schedules with ability to prioritize and manage competing demands.
- Ability to lead and motivate others and provide direction and guidance.
- Strong computer skills and ability to adapt to and implement emerging and new technologies and software.
- Capable of remaining adaptable and ensuring a high level of attention to detail in an environment constantly subjected to interruption and change.
- Ability to adhere to confidentiality.
- Capacity to work independently and as part of a team, mindful of the interests of other stakeholders
- Commitment to equity, diversity and inclusion.
- Client service aptitude with the ability to maintain a service-oriented perspective while dealing with potentially challenging client service demands.
- Assist in making decisions on the budget and allocation of resources, resolve fund/account problems and financial issues.
- Evaluates job candidates and makes effective recommendations on suitable hires.
- Makes decisions and/or effective recommendations regarding transfers and promotions.
- Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations.
- Assesses investigation outcome of grievances and makes effective recommendations on appropriate course of action or next steps on grievances.
- Makes effective recommendations on level of discipline up to discharge and probationary termination.
- Interpret policy, analyze procedures and recommend changes or amendments as required to aid in the efficient functioning of Career Services.
- Determine content and format of communications, reports, presentations, website and social media presence.
- Determines how to organize and prioritize ones’ work schedule and the work of others.
- Decide if the nature of new information requires further action or a change in direction or approach.
- Verify accuracy of information and its distribution, and for sensitive or confidential information, who should receive it, and in what format.
- Determine the nature, content and method of presenting data gathered during information searches.