GENERAL STATEMENT

The Assistant to the Director provides a wide range of administrative, research and project management support to the planning, policy and budget development activities of the Division. Under general direction of the Director, designs, implements and monitors office systems and controls which provide reasonable assurance that division/department operations are effective and efficient, resources are utilized appropriately, financial information is reliable, and applicable policies and procedures are adhered to. Provides direct and/or functional supervision to assigned staff and provides support, assistance and advice to other members of the College Community relating to projects, committees or divisional initiatives. In support of the Director, provides analytical research and support to the division/department, budget development, and reporting processes and develops a variety of research summary reports including proposals and recommendations. Provides confidential administrative support to the Director to ensure the relevant, timely, and accurate response to information and resources that may be of a sensitive nature.

TYPICAL DUTIES

Support to the Division

Under general direction from the Director, is responsible for Divisional operations by providing administrative support and by working with appropriate College departments (Finance, HR, ITS, Student Services, etc.) to plan and manage systems and operations and to analyze, reconcile and resolve problems or issues.

Budget

- Participates in the development of budget documents in accordance with College requirements and processes;




- Monitors financial expenditures of the division/department to ensure adherence to allocated budget and prepares quarterly financial reports and other reports as required;
- Coaches Budget Officers in the management of individual departmental budgets and explains and demonstrates the online purchasing/accounting system to Divisional/departmental staff;

Personnel

- Anticipates, organizes, prepares, and ensures the processing of all Division-based Human Resources documents; maintains personnel records for the Division;
- Uses discretion in handling personnel issues apprising the Director where necessary, and making recommendations for the resolution of personnel and/or administrative conflicts maintaining a high standard of confidentiality and discretion;
- Ensures current departmental staff are oriented to the division and may coordinate office, telephone and computer allocation and access;
- Coordinates the evaluation and performance review systems according to College procedures;

Office Management

- Supervises, trains, and evaluates assigned staff, and makes recommendations on their appointment, promotion or termination;
- Provides indirect or functional supervision to other staff as assigned, including day to day work assignment and feedback;
- Ensures regular communication with decentralized office staff;
- Anticipates, recommends, implements, designs, and modifies procedures for the Division;




- Participates in planning and makes recommendations for facilities requirements for the divisional/departmental office space;
- In consultation with the Director, plans and prepares the operational budget of the office. Manages the office budget by approving expenditures and resolving errors;
- Facilitates and mediates the resolution of conflict for office staff;
- Directs customer service standards for the office personnel;

Client/Customer Support and Service

- Establishes and models service standards for the divisional/departmental office;
- Provides information to students/clients/customers on policies and procedures, advising on and resolving concerns where possible referring to other sources as appropriate;
- Consults with appropriate authority to aid in the resolution of student/client/customer issues;

Systems and Technology

- Demonstrates sound knowledge and expertise in various software and specialized database systems or tools for the department/division;
- Directly provides staff with or coordinates the appropriate technical training required for the department/division systems and technology;
- Provides or coordinates the technical assistance required to meet system needs and troubleshoots where necessary;
- Ensures the management of divisional/departmental systems, records and reporting, and established procedures and reports regarding data integrity;

Support for the Director

Manages procedural administrative functions on behalf of the Director and other administrators by anticipating and responding to activities and initiatives including:

Confidential Secretarial and Administrative Support

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📌 Assistant to the Director (Victoria)
🏢 Camosun College
📍 Victoria