Administrative Officer, Academic

Position Overview

The School of Health and Wellness is seeking a permanent, full-time Administrative Officer, Academic.

Correspondence Management:

• Creates, distributes and maintains correspondence and/or documentation on behalf of the Dean/Associate Deans (e.g. separations, agreements, letters of recommendation, grade advances, 4.5% educational increases, etc.)
• Responds to phone, email and in person enquiries – providing general information and referring enquiries to appropriate sources using a broad knowledge of the institution’s priorities, procedures, protocols and personnel.
• Prepares, gathers, and relays confidential information and material on a regular basis.

Hiring, Onboarding and Exiting Processes:

• Creates and uploads job postings and required documentation to People Admin.
• Facilitates the recruitment and hiring process by providing hiring committees the required access to documents, scheduling interviews, and booking facilities/resources required.
• Coordinates school specific onboarding for new staff and faculty by providing the required handbooks/manuals and booking required meetings/training.
• Arranges administrative resources for all employees, as needed, in the school (e.g. keys, computer access, phone and voicemail, office signage, mailboxes, etc.).
• Ensures new staff and faculty have access to resources, tools, and working spaces required.
• Ensures exit procedures are followed to ensure the appropriate collection and tracking of information.

Calendar Management and Leadership Team Support:

• Manages the extensive and constantly changing schedule for the Dean and Associate Dean(s) as appropriate; books and responds to meeting requests, handles scheduling conflicts, etc.
• Email management for the Dean, as appropriate.
• Makes decisions within guidelines in the absence of the Dean and Academic Operations Manager such as determining if an issue needs to be forwarded to an Associate Dean, needs to wait for the Dean or Academic Operations Manager’s return, or can be dealt with by another Senior Administration member.
• Organizes travel arrangements and course/conference registrations for the leadership team members.
• Provides assistance to school projects or committees that are chaired by the Dean; providing all aspects of meeting logistic support.
• Provides administrative support to School Council and School Advisory Team.
• Organizes special events as required by the School office which includes booking facilities, catering, scheduling participants, etc.
• Prepares purchasing card statements and expense claims for the school leadership.

Faculty and Staff Performance Process and Timelines:

• Coordinates and acts as a resource for the faculty evaluation, continuous appointment, and staff performance appraisal processes for the School as per RDP policy and practice, in consultation with the Dean and/or Associate Deans.

Other Assigned Duties:

• Assists in the inventory, sign-out, and allocation of school hardware and equipment.
• Coordinates office allocations, moves and equipment needs in consultation with the Leadership Team and Campus Management.
• Maintains a comprehensive administrative filing system for the School’s Administrative Office in accordance with the RDP records management and FOIP principles and ensures records are managed and archived.
• Manages and distributes incoming and outgoing internal and external mail.
• Tracks, orders, and monitors office supply spending/budget.
• Maintains the RDP Internal Directory and email distribution lists for the School.

• Two (2) years of post‑secondary training or completion of a community college certificate such as Administrative Professional Certificate, Business Administration Diploma, Legal Assistant Diploma or equivalent.
• Over three up to five years previous job‑related experience.

Four (4) year undergraduate degree in Business Administration (or related field).

Salary $57,935 - $67,777.

Red Deer Polytechnic offers a comprehensive benefits package including extended health and dental care through Blue Cross, access to a health spending account, pension plan, Employee & Family Assistance Program, generous vacation allotments, credit tuition waivers and opportunities for professional development funding. Additional time off due to Institution closures between Christmas and New Year general holidays.

Eligibility to access the above mentioned benefits dependent upon the AUPE Collective Agreement and related RDP policies.