Your Opportunity
Under the limited supervision of the Associate Registrar and in collaboration with the Education Council Chair, the Education Council Assistant is the regular point of contact, resource and recording secretary for Education Council and its standing committees. The Assistant performs a variety of administrative and support services for Education Council and its standing committees including the coordination and dissemination of Council information; preparation of routine and specialized administrative documents and correspondence; maintenance of records; organization and maintenance of calendars and schedules; coordination of catering; and responsibility for the efficient management of the day-to-day operations of Education Council.
The Education Council Assistant provides assistance on a wide range of issues within the scope of responsibility; coordinates the flow of information and documentation to and from these areas; prepares and distribute back-up materials for meetings and brings forward actionable issues. Performs other related duties as required.
Functions and Duties
1. Responsible for organization and coordination of committee meetings to ensure regular and productive meetings. Determines quorum, and advises the Chair if quorum is not maintained during a business meeting.
2. Coordinates committee meetings by initiating and formulating meeting agenda; scheduling and participating in meetings, liaising with committee members and other stakeholders, following up and/or take action on items, preparing correspondence as needed, and recording and transcribing minutes. Actively participates in curriculum meetings, documents required changes; communicates information to all pertinent parties.
3. Ensures that all documents sent for approval are placed on appropriate agendas. Prepares agendas for Education Council for review by the Chair of Education Council and relevant Council agenda/executive committees and prepares agendas for various standing committees. Distributes agendas to members of Council and standing committees and to administration and appropriate personnel.
4. Takes, transcribes and distributes the minutes of meetings and ensures accurate follow-up information is communicated to relevant staff. Applies a working knowledge of Roberts Rules of Order to the principles of minute taking.
5. Informs faculty, administration and support staff on submission requirements; reviews proposals for completion and suggests revisions prior to submission to the committee.
6. Responds to inquiries and informs faculty and staff regarding Council submission processes, timelines, and attendance at meetings.
7. Maintains a complete and comprehensive record of Education Council decisions. Ensures Education Council decisions and documents are distributed to appropriate personnel. Maintains the central repository of all Education Council matters and records. These include policies, governance, by-laws, procedures, minutes, proposals, record of Education Council members, committee members, and terms of appointment; Ministry correspondence regarding proposals, etc. and ensures that historic documents are efficiently archived for easy access and retrieval. Responsible for preparing and distributing approved documentation to the internal community.
8. Respond to queries from Deans, Directors, Chairs, Faculty, and other staff regarding changes and implementation of approved changes to courses/programs.
9. As the initial contact for inquiries received by the Education Council office, researches and compiles background information as required, and responds or refers to the appropriate person for response.
10. Maintains Education Council information on the web site, ensuring it is accurate and current.
11. Maintains and updates Education Council forms to ensure accuracy and currency of information.
12. Annually creates and schedules Education Council and standing committee meetings. Ensures all room logistics are adequate including room size, equipment, food and beverages as required.
13. In collaboration with the Education Council Chair, Prepares proposals to the Okanagan College Board and liaises with the President’s Office regarding these proposals.
14. Assists with the preparation of submissions to government-required review processes (DQAB and PSIPS) in consultation with the Education Council chair, Vice President Education, and Dean or department chair. (DQAB – Degree Quality Assurance Board and PSIPS – Post Secondary Institution Proposal System)
15. Prepares memos and correspondence as required by the Chair of the Education Council and the Chairs of the Standing Committees.
16. Works with the Executive Assistant to the Board of Governors and the Chief Returning Officer to prepare and distribute Education Council and Board election materials annually and as required. Adheres to the Election Bylaws for the Okanagan College Board and Education Council.
17. Verifies, confirms and codes all Education Council expense claims. Initiates and processes honorarium payments for student members – based on attendance.
18. Monitors the monthly Education Council Office budget reports and reports unusual variances.
19. Orders and maintains office supplies, forms, etc.
20. Performs other related duties as required.
Education and Experience
Completion of Grade 12 or equivalent plus graduation from an accredited post-secondary two year Diploma program. Over 4 years and up to and including 6 years of progressive, related experience. Experience in a post-secondary institution is an asset.
Special Instructions to Applicants
Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and Human Resources if they want a Union Observer during interviews and final selection of candidates.