Human Resources Executive Assistant

REVISED: Qualifications

CMTN acknowledges the six unceded traditional territories its campuses reside on: Haida, Tsimshian (Ts'msyen), Nisga'a, Haisla, Gitxsan, Wet'suwet'en nations.

Coast Mountain College (CMTN) invites applications for the Executive Assistant, Human Resources & Payroll position. The annual salary for this role is $74,945.78 plus a comprehensive benefits package.

If you are interested in this position, please submit your application (cover letter and resume) to: Maggie Ballash, Manager of Employee Relations at mballash@coastmountaincollege.ca

Duties: Based at the Terrace campus, the Executive Assistant (EA) to the Director is a multi-faceted role that manages the general flow of the office. The EA will provide high-level senior administrative support, departmental support, financial support, and other day-to-day EA duties. The EA will monitor progress of projects and will also be involved in grievances, mediation, arbitration and bargaining. This position requires travel between campuses, general travel for meetings and conferences, as well as schedule flexibility in times or bargaining.

Duties will include but are not limited to the following:

• Provide high-level administrative support such as conducting research, preparing statistical reports, handling information requests, preparing policy correspondence, screening requests, arranging calls, organizing and maintaining the department’s filing systems, and scheduling highly confidential executive meetings.
• Edit and proofread sensitive and highly confidential plans, staff correspondence including collective bargaining activities /grievance, executive summaries, and strategic plans.
• Project management including the participation in the CMTN’s strategic planning;
• Managing HR related committees and meetings including but not limited to Joint Union-Management Meetings;
• Ownership and maintenance of the department’s written materials, such as meeting minutes, correspondence, bulletins, training materials, presentations, policies and procedures;
• Lead the maintenance and updating electronic and hard copy files and documents;
• Support of labor relations activities including; grievance management, mediation and arbitrations and collective bargaining.

Education:

• Certificate or diploma from an accredited institution in a discipline related to the position, such as Office Administration, Human Resources Management, labor relations, and/or Project Management. A degree from a recognized institution in a field relevant to the position will be considered an asset.
• A combination of education and experience may be considered.
• Project Management certificate or training considered an asset.

Experience:

• Two (2) or more years of progressive administrative work experience;
• Experience in Human Resources, employee and/or labor relations, in a unionized higher education institution or public agency is highly desirable;
• Experience using Microsoft Office;
• Experience writing and/or reviewing policies and/or legal documents is an asset;
• Experience in project management is an asset;
• Experience coordinating logistics;

Knowledge, Skills, and Abilities:

• Knowledge of administrative procedures, systems and responsibilities;
• Knowledge of Human Resources Management;
• Knowledge of project management;
• Organizational skills – juggles many tasks and large quantities of information, finds answers to questions quickly and keeps operations flowing smoothly.
• Attention to detail – reviews policies, writes proposals in a legal partnership.
• Multitasking – ready to pivot at a moment’s notice when an urgent need arises.
• Time management – recognizes time-sensitive tasks, stays focused and completes tasks on time, and reaches out when more time is needed.
• Technically Savvy – current on technology in the HR, Payroll and/or PM fields.
• Leadership – is the Director’s right hand, leads special projects, self-manage, establish own goals and workflows.
• Adaptability – duties change day to day depending on urgencies; willing to try new approaches; quickly takes news and transfers it to appropriate format for director to develop procedure.
• Demonstrated proactive ability and approach to problem-solving with strong decision-making capability.
• Highly resourceful team player, with the ability to also be extremely effective independently;
• Ability to handle multiple demands with constantly changing priorities and schedules in a high-pressure, dynamic work environment.
• Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, including excellent written and verbal skills, able to create draft communications for executive review and approval; ability to write memos and letters, and prepare reports and information for distribution.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, students, faculty, board members, external partners, and donors.
• Excellent written and verbal communication skills.

Please send applications (cover letter and resume) by email quoting competition #24.021E to Maggie Ballash, Manager, Employee Relations at mballash@coastmountaincollege.ca. Candidates are asked to outline why they wish to work in the HR department in their cover letter and identify how their education and experience will make them successful in this role.

NOTE: Only complete applications (with a cover letter and resume included) received to the above noted email address will be considered.

Coast Mountain College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage all applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, and people with disabilities. Individuals who anticipate needing accommodations for any part of the application process, may contact HR in confidence, prior to the closing date.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

• Human Resource and Payroll

• Terrace