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Senior Administrative Specialist

Please see Special Instructions for more details.

Please scan copies of your transcripts into one document for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution.

Position Details

Posting Number

Posting Number SS0347
Position Information

Position Title Senior Administrative Specialist
Division Trades & Technical
Department Trades and Technical Programs
Supervisor Title Dean or Designate
Location Campbell River(CR)
Posting Type Internal/External Posting
Position Status Regular
If Others, please specify
Desired Start Date 05/01/2023
Position End Date (if temporary)
Weekly work schedule (please indicate the start and end times for each day of work)
Monday to Friday – 8:30-4:30
% 100%
Pay Grade O (Interim): $34.08-$36.22
Position Summary
Reporting to the dean Faculty of Trades and Technical Programs, the Senior Administrative Specialist – Trades & Technical Programs supports proactive planning and guides day to day priorities of program planning, scheduling, and implementation for all trades and tech annual programming across NIC campuses in addition to all contract initiatives on and off campus. The role involves working with internal departments and external stakeholders to ensure the successful implementation of funded and tuition-based programs and courses. The Senior Administrative Specialist works directly with the deans office to support all facets of programming to include system development, enrolment management, and strategic planning and direct supervision of CUPE support staff within the division.

The Senior Administrative Specialist is aware of the mission and values of North Island College, incorporating and practicing the values in all aspects of the role.
Position Competencies
- Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills
Duties & Responsibilities
1. Direct support to the dean’s office; leads and oversees daily priorities.
2. Supervises all regular and temporary CUPE staff to ensure the seamless planning and execution of program and project tasks.
3. Scheduling of support staff workflow including vacation planning and responding to personnel issues.
4. Assists in developing abilities and skills of staff; ensuring a high level of staff performance by supporting training and career development and carrying out performance evaluations providing recommendations to the Dean.
5. Builds semester-based and annual workflow calendars with clearly articulated roles and responsibilities.
6. Designates daily tasks to support trades and technical training programs, faculty administrative needs, and student inquiries while ensuring the planning and implementation of training logistics.
7. Liaises with other campuses and centres, instructional areas and service departments to directly identify, problem solve, and inform system improvements to ensure trades and technical programs are aligned and integrated into college systems.
8. Provides information and records administration, which includes the implementation, development and ongoing monitoring of administrative systems and procedures, applying sound judgment in the completion of administration functions, including the management of shared documents, and systems of retention.
9. Supports workload planning and weekly database management through the dean’s office and is the lead for all internal submissions and reporting as required by SRO.
10. Supports the preparing of budget and presentation for the tuition review panel and BOG regarding course/program fees to ensure that the costs of each course, program or service are balanced against expenses and include required indirect costs.
11. On behalf of the Dean, cooperates and collaborates with Department Chairs, as assigned or required by the Dean, and other College-wide planning processes.
12. Supporting program advisory committee meetings.
13. Responds to student and instructor needs and concerns, while ensuring that the College Policy related to Student Complaints and Codes of Conduct are understood.
14. Support faculty in researching and sourcing instructional resources and aids.
15. Supports coordination of course evaluations and student feedback opportunities.
16. Supports the Dean and/or Associate Dean in responsibilities for the efficient hiring of faculty/staff, coordinates and supports the use of NIC’s online recruitment website People Admin, from creation of job postings through to successful appointment. Adheres to all college/HR policies, processes, practice and collective agreements.
17. Coordinates review of grades for student eligibility for awards, which includes the President’s Award and Dean’s Pin, and notifies recipients with arrangements for College Graduation/Award Ceremonies.
18. Collaborates with the Dean and department staff in the efficient administration of in-service and common professional development, faculty/staff paid leaves, payroll timesheets, expense claims, purchase and book requisitions.
19. Consults with the Dean and Associate Dean and provides administrative support in coordination of the faculty evaluation process as outlined in the NIC/NICFA Collective Agreement.
20. Responsible and ensures knowledge and awareness of College Policies and Procedures, NICFA and CUPE Collective Agreements, and agreed practice.
21. Monitors course enrolments and liaises with the Dean, Associate Dean and Coordinator on potential adjustments to accommodate program waitlists.
22. Coordinates and supports multiple facets of community/regional programming offered throughout the College region and ensures established and approved College processes and practices are followed.
23. Provides the Dean with business administration of all budgets relevant to the Office of the Dean, including knowledge of appropriate business practices and procedures, ability to allocate resources, plan procurement and oversee budgets and contracts in support of the Dean’s responsibilities to ensure fiscal stability of the department.
24. Leads the planning, implementation and reporting of annual and contract programs and courses to meet program delivery and budget targets.
25. Support the preparation of funding applications and proposals as per industry and labour market demand.
26. Supports curricula submissions as per curriculog process and system.
27. Support the review and analysis of contract initiatives.
28. Assists in the project planning process associated to program development of face-to-face or digital course(s) content, assessments and engagement activities along with production of program guides and student communications.
29. Supports operational, trades training plan and budget development, analysis and reporting as well as current and long-range planning.
30. Prepares, coordinates, monitors, and track daily program purchases and PO agreements and payments.
31. Handle confidential funding, student, industry and institutional data.
32. Supports Campbell River campus administrative support priorities.
33. Organizes travel arrangements on behalf of the Dean and/or Associate Dean, including flights, accommodation, car rental, etc. Adheres to college policies and procedures in the efficient submission of receipts/expenses related to the work of the Dean and office.
34. Other duties as assigned
Required Education & Experience
1. Completed Bachelor’s Degree in a relevant field of study which may include human resources, education, or business administration is required.
2. Experience supervising people and project teams is required.
3. Certified project management designation preferred.
4. Experience working with complex budgets and multi-funder reporting requirements.
5. Requires over 5 years of recent, related experience in project/program coordination including:
  • Demonstrated experience troubleshooting and providing support In the moment while proactively planning
  • Demonstrated experience directly supporting students and faculty.
Required Knowledge Skills & Abilities
1. Demonstrated experience leading support team with diverse programming across multiple campuses with complex schedules and deadlines.
2. Demonstrated experience working under pressure while supporting a diverse range of priorities
3. Demonstrated ability to design, develop, and promote a variety of responsive programs to meet regional/community needs.
4. 2. Demonstrated background in project management, program implementation, and working with learning technologies.
5. Experienced in promoting, marketing and coordinating training offerings.
6. Detailed expertise and knowledge are essential with respect to programs, part-time vocational courses, and training contracts.
7. Advanced computer skills including word processing, spreadsheets, and database management and applications.
8. Demonstrated entrepreneurial ability with expertise in areas such as marketing, public relations, communications, and advertising.
9. Ability to maintain a high level of productivity and prioritizing, as well as an ability to take initiative and work independently in a deadline-driven team environment.
10. Ability to analyze, interpret and organize information accurately and in a timely manner.
11. Excellent interpersonal, written, and oral communication skills, including effective conflict resolution skills.
12. Self-motivated and directed, with the ability to effectively prioritize and execute tasks to meet needs of faculty and students.
13. Strong experience in using student-focused educational technologies including browser-based learning management systems, student portals and social media.
14. Excellent human relations skills, a strong customer service attitude and can effectively communicate complicated technical ideas in user-friendly language.
15. Experienced in dealing with, and maintaining, a high degree of confidentiality, professionalism, and cultural awareness/sensitivity.
16. Able to work flexibly, independently, and successfully in a team structure.
17. Able to reason analytically and problem-solve independently.
18. Very good oral, written, and interpersonal communication skills.
19. Very good presentation and facilitation skills.
20. Demonstrated word processing skills and at least 50 words per minute keyboarding skills.
21. A valid driver’s license is required and access to a personal vehicle may be required for travel.
22. Flexibility to travel to other campuses as required.
23. Knowledge of current Ministry and skilled trades BC regulations is an asset.
Knowledge of NIC processes and decision-making bodies.
Special Instructions to Applicant
Please scan copies of your transcripts into one document for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution.
Posting Detail Information

Posting Open Date 03/03/2023
Posting Close Date
Open Until Filled Yes
Job Description
Support Staff Regular
Additional Information
Quick Link for Postings

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
  3. Transcripts
Optional Documents