Programs and Services Administrative Assistant

Programs and Services Administrative Assistant (reporting to the Coordinator of African Canadian Education Services)

Regional Office

Vacant position effective July 3, 2024

Education Entities Non-Union Compensation Framework, Band 3

Salary $42,340-$52,925 annually (pro-rated for term of employment and depending on qualifications and experience)

Closing date for applicants: Midnight, June 14, 2024

Terms and conditions of employment are in accordance with the Terms and Conditions of Employment for Non-Union Employees.(AVRCE)

Reporting to the Coordinator of African Canadian Education Services (ACES), the Programs and Services Administrative Assistant is responsible for providing administrative support to the ACES Coordinator, and the Coordinator of Mi’kmaw Services/Education, responding to enquiries by telephone, e-mail, and in person.  This position also supports the Mi'kmaw/Indigenous Cultural Coach, Student Support Workers and Native Student Advisors.

Qualifications and Abilities:

• Two year secretarial/clerical training at a Community College or equivalent is required. 
• Maintaining confidentiality in the handling of sensitive and confidential material and information.
• Proven strong communication skills, collaborative and organizational skills.
• Ability to work independently and accurately on a flexible schedule.
• Knowledge of current office procedures and equipment, bookkeeping and SAP software.
• Advanced facility with computer software including spreadsheets, word processing, data bases, internet, including e-mail.
• Ability to solve problems independently or as part of a team.
• Ability to exercise good judgement, take initiative and accept responsibility.
• Ability to manage time effectively.
• Enthusiasm and a pleasant manner.
• Experience assisting with functions, such as, in-service support/planning.
• Ability to work in an environment with frequent interruptions.

Responsibilities: 

• Via phone, person, and email, receive, assess, and respond (where applicable) to inquiries.
• Prepare, create, and type letters, memos, agendas, reports, forms, charts, and materials, etc., copy, distribute, file for various initiatives.
• Advanced capability of Microsoft Office, specifically Excel, Word, and Outlook.
• Track budgets, verify/audit SAP accounts, ensure invoices are submitted and cost to the proper account.
• Process expense claims and invoices, arrange for travel/hotel accommodations.  
• Book meeting rooms on-site and at other facilities while planning for any materials.
• Post professional development activities to online calendar. 
• Assist Programs & Services staff with periodic/seasonal priority issues.
• Prepare correspondence and brochures, copy and distribute;
• Maintain filing system, schedule appointments.

Details regarding the specific responsibilities relating to this position may be obtained by contacting Claire Carter, Executive Assistant (902-538-4617).

Confirmation of your educational qualifications must be included with your application.  We thank all applicants for their interest, however, only those short-listed for an interview will be contacted