Administrative Officer Projects and Budgets, Department of Continuing Education and Training

Job title: Administrative Officer Projects and Budgets, Department of Continuing Education and Training

Job description: Administrative Officer Projects and Budgets, Department of Continuing Education and Training

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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 SS0453

Position Information

Position Title Administrative Officer Projects and Budgets, Department of Continuing Education and Training

Division Access & Regions

Department Continuing Education & Training

Supervisor Title Director, Continuing Education and Training or designate

Location Comox Valley/Campbell River/ Port Alberni (CV/CR/PA)

Posting Type Internal/External Posting

Position Status Regular

If Others, please specify

Desired Start Date 11/27/2023

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

*Please note the campus location is to be determined based on the candidacy to be either Campbell River, Comox Valley or Port Alberni.

% 100%

Pay Grade J: $31.54-$33.46

Position Summary

Reporting to the Director, Continuing Education and Training or designate, the Administrative Officer Projects and Budgets (AOPB) provides a variety of confidential functions in support of Departmental operations and cost-recovery programming. Considerable coordination, prioritization, financial, written and verbal communication skills are required to ensure accountability with all internal and external stakeholders, as well as for meeting the expectations of all internal and external funding partners. There is an expectation that collaborative, collegial working relationships will be fostered and maintained with instructional and service areas, community agencies, industry representatives, external funders, and training partners.

The AOPB is responsible for a range of financial administration and operational functions, including supporting the development, maintenance, budgeting and delivery of part-time vocational offerings, contract training programs, and collaborative internal/external project opportunities. This includes all practices relating to administrative, financial organization, and reporting requirements for securing and implementing funded training contracts. The Administrative Officer of Projects and Budgets demonstrates commitment to, and implementation of, the endorsed values and mission of North Island College, as well as the CET mandate, goals and priorities.

Position Competencies

– Job Knowledge

– Judgment

– Teamwork

– Planning & Organization

– Customer Service Excellence

– Communication & Interpersonal Skills

Duties & Responsibilities

1. Provides efficient and effective administrative and financial support to the Director, with a high-level of accuracy, concise detail, and professionalism

2. Processes confidential materials and reports developed and received by the Director, ensuring appropriate retention, access and retrieval

3. Supports the development and maintenance of policies, procedures, and reporting systems specific to external accreditation bodies (e.g. Transport Canada, WorksafeBC, Ministries of Jobs, Tourism, Skills Development, and Advanced Education, and Industry Training Authority)

4. Assists with the development, maintenance, budgeting and evaluation/reporting of part-time vocational offerings, training contracts, and internal/external projects

5. Prepares, monitors, and documents all financial transactions for the Department, including financial projections and statements, as well as financial records and reporting systems (e.g. budget units, funding requisitions, signing authority/approvals, invoicing, journal entries, monthly reconciliation, annual auditing documentation)

6. Works with finance to develop finance strategies, projections, and reporting for all training activity; provides budget guidance and support for collaborative programming with instructional areas (e.g. Foundation and Pathway programs)

7. Assists the Director and the Contract & Training Services Manager in researching, developing, writing, editing, and submitting grant proposals

8. Coordinates and assists in the preparation and monitoring of service agreements, grant proposals, budgets, project reports, and adheres to all college-wide guidelines and policies, and external funding guidelines

9. Assists in the development and maintenance of operating procedures and protocols for the Department

10. Attends CET Team and internal management meetings for financial reporting, information sharing and/or recording purposes

11. Receives, assesses, and directs student, instructor, and external queries and concerns in representing the Department, working across all institutional divisions (e.g. registration, financial services, human resources, marketing, purchasing, information technology)

12. Provides administrative support for the Director, and performs other operational duties, as assigned, with similar scope and complexity

Required Education & Experience

1. Post-secondary Diploma in Business Administration, or a related finance discipline is required; plus additional specialized courses in Accounting.

2. Five (5) years financial and operational administration experience, with a strong background in accounting; preferably within a post-secondary continuing education/contract training environment

3. Experience developing, implementing, and monitoring financial management/accounting systems for training contracts

Required Knowledge Skills & Abilities

1. Excellent interpersonal, communication, organizational, and time management skills with the ability to plan and prioritize tasks, and efficiently meet deadlines in a fast paced, multi-tasking environment

2. Excellent financial management skills with the demonstrated ability to analyze and interpret data, assess and resolve problems. Must be able to prioritize tasks and responsibilities, while displaying initiative, addressing operational issues, solving problems, and working independently

3. Knowledge of, and experience with, Aboriginal communities and Aboriginal-focused programming

4. Demonstrated financial administration experience with budget monitoring, management, and reporting functions

5. Intermediate level of proficiency with MS Office software including Word, PowerPoint and Access; with advanced proficiency required in Excel. This will include fast, accurate word processing

skills, and the ability to use efficient and cost-effective approaches to integrate technology into workplace processes

6. Excellent written communication skills, with thorough knowledge of business English, grammar and language, applied in an administrative context

7. Expertise in the development and maintenance of data management systems including adherence to privacy and freedom of information legislation and guidelines

8. Ability to work as a collaborative, productive team member, with demonstrated experience dealing with, and maintaining, a high degree of confidentiality, professionalism, and cultural awareness/sensitivity

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 11/14/2023

Posting Close Date 11/20/2023

Open Until Filled

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 * Resume

• Cover Letter
• Transcripts

Optional Documents

North Island College

Comox Valley Campus

2300 Ryan Rd.

Courtenay, BC, V9N 8N6

250-334-5000

Human Resources:

careers@nic.bc.ca

250-334-5000

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