Programs and Services Administrative Assistant

Job Description

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

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

All applications will be considered in accordance with the Terms and Conditions of Employment for Non-Union Employees Policy :

• This position is first available to current Non-Union employees of the Annapolis Valley Regional Centre for Education.
• Second, this position is available to Employment Equity external candidates.
• Third, if there are no successful candidates from the Employment Equity applicant pool, then other external candidates who are not members of the identified peoples will be considered for this position.

Please include the name of three work-related references with email address, telephone numbers, one of the references shall be your most recent immediate supervisor.

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.

Job Segment : Administrative Assistant, Secretary, Clerical, Administrative

About Annapolis Valley Regional Centre for Education

The Annapolis Valley Regional Centre for Education (AVRCE) includes 40 schools and two adult high schools, serving approximately 12,900 students.

Quick Facts :

• 40 elementary, middle & high schools
• 2 adult high schools
• 12,905 students
• 183 International students
• 3970 employees
• Annapolis County & Kings County, Nova Scotia

Geographic Area : AVRCE serves a diverse area in the Annapolis Valley, covering communities from Digby to Windsor, Nova Scotia.

This includes 6 towns, 3 municipal regions, 3 Mi’kmaq communities and 10 historic African Nova Scotian communities contributing to a diverse population.

Schools and Programs : AVRCE oversees a wide range of elementary, middle, and high schools, as well as specialized programs and services to support student learning and development.

Among these are French Immersion, International Baccalaureate (IB), and diverse vocational training opportunities.

Student Support Services : AVRCE is dedicated to supporting students by offering a range of support services including counselling, mental health resources, special education, and programs focused on improving literacy and numeracy.

Community Engagement : Encouraging parental and community participation in school activities and decision-making processes is very important at Annapolis Valley.

This helps guarantee that our schools reflect the needs and values of the communities they serve.

Focus on Inclusive Education : at AVRCE, all students are valued. We make a conscious effort to create inclusive learning environments that accommodate the diverse needs of all students, including those with disabilities and those from different linguistic and cultural backgrounds.