Assistant to the Director
Camosun International, Lansdowne Park, VA, United States
General statement:
The Assistant to the Director provides a wide range of administrative, research, and project management support to the planning, policy, and budget development activities of the Division. Under general direction of the Director, designs, implements, and monitors office systems and controls that ensure effective and efficient operations, proper use of resources, reliable financial information, and adherence to applicable policies and procedures. Provides direct and/or functional supervision to assigned staff and offers support, assistance, and advice to other members of the College community regarding projects, committees, or divisional initiatives.
Provides confidential administrative support to the Director to ensure timely and accurate responses to sensitive information and resources. Supports the Director in analytical research and budget development, producing research summaries, proposals, and recommendations.
Typical duties
Support to the Division
Provides administrative support; collaborates with Finance, HR, ITS, Student Services, and other College departments to plan and manage systems and operations, and to analyze, reconcile, and resolve problems or issues.
Budget
Participates in the development of budget documents in accordance with College requirements and processes.
Monitors financial expenditures, prepares quarterly financial reports and other required reports.
Coaches Budget Officers in departmental budget management and explains the online purchasing/accounting system to staff.
Personnel
Prepares and processes all division-based HR documents; maintains personnel records.
Handles personnel issues with discretion, advising the Director as needed.
Ensures new staff are oriented, coordinating office, telephone, and computer access.
Coordinated evaluation and performance review systems per College procedures.
Office Management
Supervises, trains, and evaluates assigned staff; recommends appointments, promotions, or terminations.
Provides indirect or functional supervision to other staff.
Maintains regular communication with decentralized office staff.
Recommends and implements procedural improvements.
Plans facilities requirements for departmental office space.
Plans and prepares the operational office budget, approving expenditures and resolving errors.
Facilitates conflict resolution for office staff, directing customer service standards.
Client / Customer Support
Establishes and models service standards.
Provides information to students, clients, and customers on policies, advising on and resolving concerns.
Consults with authorities to assist in resolving client issues.
Systems and Technology
Demonstrates expertise in software and database systems for the division.
Provides or coordinates technical training for the division’s systems.
Troubleshoots technical issues; ensures management of systems, records, and reporting.
Support for the Director
Manages procedural administrative functions, anticipating and responding to activities and initiatives.
Handles confidential materials; maintains a complex calendar.
Coordinated appointments; manages meeting logistics.
Reviews correspondence and directs it to appropriate staff.
Creates and maintains information‑storage systems.
Research, Planning and Project Management
Participates in facilities and financial planning.
Supports strategic plans and conducts internal and external research.
Directs, coordinates, and facilitates special projects ensuring timely completion.
Collects data, analyzes large volumes, and creates summary reports and presentations.
Administers contracts, including financial reporting of key projects.
General duties
Provides information or advice to College employees, external partners, and the public.
Coordinates travel arrangements, including complex international itineraries.
Supports administrative and operational needs to departments and committees.
Participates in committees and projects as required.
Compiles information for employees as requested.
Coordinates division events.
Performs other related duties of similar scope and complexity.
Qualifications
A diploma in Office Management OR Public or Business Administration plus six years of senior clerical experience (including two years graduate level in a post‑secondary environment), with two years of supervisory responsibilities and budget management experience, or equivalent combination.
Advanced knowledge of Microsoft Office applications in a networked environment.
Exceptional administrative support skills: independent work, pressure tolerance, non‑routine matter handling, initiative, problem‑solving.
Excellent organizational, presentation, written, oral, and interpersonal communication skills and advanced technical writing.
Multitask orientation, self‑direction, decision‑making, and prioritization skills.
Professional, positive, and collaborative work style with the public and college staff.
Superior accuracy and professional judgment.
Supporting Truth & Reconciliation Commission's Recommendations
The core capabilities required for all positions at the college include:
Focus on Students and Their Success (Core)
– promoting and supporting student success, education, and transition.
Cultural Alignment (Core)
– respecting and aligning with institutional culture, considering Indigenous ways of knowing, being, doing, and relating.
Fostering and Nurturing Relationships (Core)
– building trust, engagement, and collaboration.
Posting information
This posting is in accordance with the approved Office of the BC Human Rights Commissioner’s Special Program. For more information about the definition of Indigenous Applicant:
https://pa-hrsuite-ca-production.s3.ca-central-1.amazonaws.com/100036/docs/19461.pdf
Special instructions to applicants
Regular employees and term employees who have successfully completed probation as of the closing date will be considered prior to others (as per the CUPE Collective Agreement).
Indigenous ancestry applicants are invited to self‑declare their ancestry in the cover letter.
This position grants preference to Indigenous candidates with experience working with Indigenous peoples and knowledge of diverse Indigenous cultures, traditions, histories, and aspirations.
Commitment to Equity, Diversity and Inclusion
Camosun College values diversity as a strength and strives to be an equitable and inclusive community. The College is an Equal Opportunity Employer that adheres to the BC Human Rights Code. We recognize and honor UNDRIP, the TRC Calls to Action, and the BC Declaration on the Rights of Indigenous Peoples’ Act. Accessions for accommodation during the recruitment process are available at
hr@camosun.ca .
Supplemental questions
* Are you legally entitled to work in Canada?
Yes
No
* What is the nature of your eligibility to work in Canada?
Canadian Citizen
Permanent Resident
Work Permit
If you have a valid work permit, please indicate its expiry date (mm/dd/yy) (Open Ended Question)
Required Documents
Cover Letter
Resume
Optional Documents
#J-18808-Ljbffr
The Assistant to the Director provides a wide range of administrative, research, and project management support to the planning, policy, and budget development activities of the Division. Under general direction of the Director, designs, implements, and monitors office systems and controls that ensure effective and efficient operations, proper use of resources, reliable financial information, and adherence to applicable policies and procedures. Provides direct and/or functional supervision to assigned staff and offers support, assistance, and advice to other members of the College community regarding projects, committees, or divisional initiatives.
Provides confidential administrative support to the Director to ensure timely and accurate responses to sensitive information and resources. Supports the Director in analytical research and budget development, producing research summaries, proposals, and recommendations.
Typical duties
Support to the Division
Provides administrative support; collaborates with Finance, HR, ITS, Student Services, and other College departments to plan and manage systems and operations, and to analyze, reconcile, and resolve problems or issues.
Budget
Participates in the development of budget documents in accordance with College requirements and processes.
Monitors financial expenditures, prepares quarterly financial reports and other required reports.
Coaches Budget Officers in departmental budget management and explains the online purchasing/accounting system to staff.
Personnel
Prepares and processes all division-based HR documents; maintains personnel records.
Handles personnel issues with discretion, advising the Director as needed.
Ensures new staff are oriented, coordinating office, telephone, and computer access.
Coordinated evaluation and performance review systems per College procedures.
Office Management
Supervises, trains, and evaluates assigned staff; recommends appointments, promotions, or terminations.
Provides indirect or functional supervision to other staff.
Maintains regular communication with decentralized office staff.
Recommends and implements procedural improvements.
Plans facilities requirements for departmental office space.
Plans and prepares the operational office budget, approving expenditures and resolving errors.
Facilitates conflict resolution for office staff, directing customer service standards.
Client / Customer Support
Establishes and models service standards.
Provides information to students, clients, and customers on policies, advising on and resolving concerns.
Consults with authorities to assist in resolving client issues.
Systems and Technology
Demonstrates expertise in software and database systems for the division.
Provides or coordinates technical training for the division’s systems.
Troubleshoots technical issues; ensures management of systems, records, and reporting.
Support for the Director
Manages procedural administrative functions, anticipating and responding to activities and initiatives.
Handles confidential materials; maintains a complex calendar.
Coordinated appointments; manages meeting logistics.
Reviews correspondence and directs it to appropriate staff.
Creates and maintains information‑storage systems.
Research, Planning and Project Management
Participates in facilities and financial planning.
Supports strategic plans and conducts internal and external research.
Directs, coordinates, and facilitates special projects ensuring timely completion.
Collects data, analyzes large volumes, and creates summary reports and presentations.
Administers contracts, including financial reporting of key projects.
General duties
Provides information or advice to College employees, external partners, and the public.
Coordinates travel arrangements, including complex international itineraries.
Supports administrative and operational needs to departments and committees.
Participates in committees and projects as required.
Compiles information for employees as requested.
Coordinates division events.
Performs other related duties of similar scope and complexity.
Qualifications
A diploma in Office Management OR Public or Business Administration plus six years of senior clerical experience (including two years graduate level in a post‑secondary environment), with two years of supervisory responsibilities and budget management experience, or equivalent combination.
Advanced knowledge of Microsoft Office applications in a networked environment.
Exceptional administrative support skills: independent work, pressure tolerance, non‑routine matter handling, initiative, problem‑solving.
Excellent organizational, presentation, written, oral, and interpersonal communication skills and advanced technical writing.
Multitask orientation, self‑direction, decision‑making, and prioritization skills.
Professional, positive, and collaborative work style with the public and college staff.
Superior accuracy and professional judgment.
Supporting Truth & Reconciliation Commission's Recommendations
The core capabilities required for all positions at the college include:
Focus on Students and Their Success (Core)
– promoting and supporting student success, education, and transition.
Cultural Alignment (Core)
– respecting and aligning with institutional culture, considering Indigenous ways of knowing, being, doing, and relating.
Fostering and Nurturing Relationships (Core)
– building trust, engagement, and collaboration.
Posting information
This posting is in accordance with the approved Office of the BC Human Rights Commissioner’s Special Program. For more information about the definition of Indigenous Applicant:
https://pa-hrsuite-ca-production.s3.ca-central-1.amazonaws.com/100036/docs/19461.pdf
Special instructions to applicants
Regular employees and term employees who have successfully completed probation as of the closing date will be considered prior to others (as per the CUPE Collective Agreement).
Indigenous ancestry applicants are invited to self‑declare their ancestry in the cover letter.
This position grants preference to Indigenous candidates with experience working with Indigenous peoples and knowledge of diverse Indigenous cultures, traditions, histories, and aspirations.
Commitment to Equity, Diversity and Inclusion
Camosun College values diversity as a strength and strives to be an equitable and inclusive community. The College is an Equal Opportunity Employer that adheres to the BC Human Rights Code. We recognize and honor UNDRIP, the TRC Calls to Action, and the BC Declaration on the Rights of Indigenous Peoples’ Act. Accessions for accommodation during the recruitment process are available at
hr@camosun.ca .
Supplemental questions
* Are you legally entitled to work in Canada?
Yes
No
* What is the nature of your eligibility to work in Canada?
Canadian Citizen
Permanent Resident
Work Permit
If you have a valid work permit, please indicate its expiry date (mm/dd/yy) (Open Ended Question)
Required Documents
Cover Letter
Resume
Optional Documents
#J-18808-Ljbffr