Job Description

Position Information

Position Title

Administrative Officer, Academic (School of Health and Wellness)

Position Summary

The School of Health and Wellness is welcoming you to our team as the term certain full-time Administrative Officer, Academic.



The Administrative Officer, Academic acts as the administrative support to the Dean, Associate Deans, and Academic Operations Manager (Leadership Team) for the designated School and is accountable for coordinating the activities of the academic office. This position performs a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation of the designated School.

The incumbent will have a genuine appreciation for and demonstrated understanding of protocol, discretion and professionalism. The Administrative Officer, Academic will have the ability to interpret and make decisions in accordance with prescribed procedures and practices of the organization. The incumbent must be flexible and demonstrate the ability to maintain confidentiality, diplomacy, and tact at all times. The incumbent is expected to take initiative and responsibility for their daily workload. Knowing the priority and urgency of the meetings, projects, and day-to-day responsibilities is key. This position will provide coverage for the Program Assistants in Schools, as necessary.

Position Responsibilities

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 PeopleAdmin. 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 include (but are not limited to):

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.

Required Qualifications

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 Previous 3-5 years of relevant experience working with an executive office team ensuring confidentiality, integrity, diplomacy, professionalism, and tact at all times High level of expertise in all areas of modern office practice and procedures Demonstrated customer service and receptions skills, creating a welcoming environment Extensive experience with calendar management Proven proficiency with Microsoft Office, including SharePoint, Banner and database applications Experience preparing meeting agendas, minutes, letters and memos accurately and error free Ability to work independently and as a member of a team Ability to adapt and adjust priorities in accordance with direction from a leadership team Strong communication skills Demonstrated critical thinking and problem-solving skills Takes initiative to contribute to an efficient and professional office environment Ability to understand and navigate the administration of a post-secondary institution

Preferred Qualifications

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

Salary or Hourly?

Salary

Salary

Starting at $29.13 per hour

Benefits and Compensation Information

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 Terms and conditions of employment and related RDP policies.

About Red Deer Polytechnic

Focused on advancing the economic and social priorities of Alberta,

Red Deer Polytechnic

(RDP) provides more than 80 industry-relevant programs within a breadth of credentials to approximately 6,300 credit and apprenticeship students and 3,400+ learners with Continuing Education programming. With modern teaching and learning spaces, and state-of-the-art research and innovation centres in advanced manufacturing and energy innovation, the Polytechnic provides applied research opportunities, leadership in the social, economic, and cultural development of Alberta, and myriad lifelong learning opportunities.

Red Deer Polytechnic (RDP) is more than a post-secondary institution. It is a community of highly dedicated and skilled faculty, staff, learners, and partners who are making a positive impact on the world around us. Unbound by tradition, we are focused on producing the talent, solutions, and environments needed for Alberta's economy and society to thrive.

Red Deer Polytechnic's main campus is located on Treaty 7, Treaty 6 and Metis ancestral lands. This is where we will strive to honour and transform our relationships with one another.

Whatever brings you to Red Deer Polytechnic, we are glad you are here. And we look forward to having you as a valued member of our

polytechnic community

.

Posting Detail Information

Competition Number

2025-A-025

Employment Type

Term-Certain Full-Time

Number of Vacancies

1

Desired Start Date

03/10/2025

Position End Date (if term-certain)

06/30/2025

FTE

1.0

Hours of Work

8:30 am.to 4:30 pm, Monday to Friday, 35 hours per week

Open Date

02/21/2025

Close Date

02/28/2025

Open Until Filled

No

Note to Applicant

Red Deer Polytechnic fosters an inclusive learning and working environment where everyone can bring their full selves and share their unique talents. We are committed to being responsive to the evolving needs and expectations of our diverse community.

To enrich the intellectual, economic, cultural, and social development of Central Alberta, we value the contributions of individuals with diverse perspectives and experiences. We encourage applications from Indigenous persons, Black and racialized persons, women, persons with disabilities, individuals of all sexual orientations, and persons of any gender identity or expression.

Red Deer Polytechnic will provide job applicants with accommodations in accordance with the Alberta Human Rights Code. To request an accommodation, please contact

Peopleandculture@rdpolytech.ca

.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Special Instructions to Applicants

Required Documents

Cover Letter

Resume

Optional Documents