Job Description

Position Information

Position Number

S01083

Position Title

Department Administrator, Applied Research

Division/Portfolio

Applied Research

Department/Program

Applied Research

Location

Kelowna

Other Flexible Work Options

Your Opportunity

Reporting directly to the Director, Applied Research, the Department Administrator is entrusted with the responsibility of delivering comprehensive administrative support across the Applied Research department. This role is essential in ensuring smooth operations within Applied Research, from financial management to administrative support, while also supervising assigned support staff employees.

Functions and Duties

Administrative & Director Support:

Provides and ensures appropriate administrative support to the Director and the unit. Manages the Director's schedules and calendars; organizes and schedules conferences, workshops, meetings, etc.; identifies and resolves scheduling conflicts; makes travel arrangements for the Director. Prepares confidential correspondence, contracts, letters, memos, agendas, and reports for the Director, the Research Ethics Board, and other internal and external parties. Ensures that the Department website is up to date with resources, services, professional development opportunities, and related material. Develops and implements a variety of office routines, procedures, and manuals as required.

Supervision:

Supervises assigned support staff employees, including assignment of duties, health and safety, orientation, training and staff development, recognition and reward, performance management and evaluation, scheduling, prioritization of work requirements and in consultation with the Dean, completes recruitment and selection, as well as disciplinary action, as required. Leads, guides and motivates staff in maintaining high performance standards and customer satisfaction levels

Financial & Operational Coordination:

Assists the Director with the preparation and development of the department's budget and unit plan submissions in consultation with the Director and Financial Services. Issues requisitions to purchase with Web Requisition System; liaises with Purchasing to resolve problems. Reviews monthly procurement and credit card statements. Reviews employee travel and other expense claims for compliance with policies and collective agreements. Receives and processes invoices, prepares financial documents for approval, consultant billings, and contractors' monthly progress claims. Tracks staff expenditures according to relevant budgets and informs the Director of trends and variances. Gathers and prepares information and organizational data for presentation and decision-making, including budget presentation documents.

Event & Program Management:

Organizes and schedules conferences, workshops, meetings, and other events. Schedules and attends department meetings, recording minutes as needed. Manages the entrance and exit process for new and outgoing employees.

Team Development & Support:

Assists with the recruitment and selection process for department positions. Tracks and administers employee evaluations for the department. Ensures department orientation, standard operating procedure, and policy manuals are current. Coordinates health and safety regulations and training for Support Staff. Manages records for vacations, illnesses, professional development, and other absences.

Team Development & Support:

Assists with recruitment, arranges, and participates in the interview and selection process of staff for the Division. Manages the onboarding and exit process for new and departing employees. Tracks and schedules employee evaluations for the Division; prepares evaluation schedules and summary of employees' leave requests. Acts as the initial point of contact for the Director; assesses and attempts to resolve complaints or issues. Maintains up-to-date knowledge, skills, and training relevant to the position and volunteers for any champion train-the-trainer programs.

Performs other duties as assigned.

Education and Experience

Graduation from a two-year community college program in Business Administration or equivalent. Minimum of four years related experience in an administrative role, preferably within a post-secondary or educational environment.

Skills and Abilities

Proven project management skills and excellent organizational, budgeting and financial management skills. Team player with an aptitude for working in a collegial and collaborative environment. Ability to deal tactfully and diplomatically with internal and external contacts. Must be flexible and able to manage high work volume and conflicting priorities in order to meet deadlines. Strong written and verbal communication skills. Strong analytical skills and creative problem solver. Ability to plan and think strategically. Excellent computer skills with proficiency using Microsoft Office, and complex databases (Banner, Argos, FAST, POST), as well as the ability to generate and analyze reports

Preferred Qualifications

Desired Start Date

08/04/2025

Position End Date (if temporary)

03/31/2026

Schedule

Mon - Fri, 35 hours per week

Annual Salary/Hourly Rate

57,038 to 79,854, typical hiring range 68,446 to 76,051

Appointment Type

Exempt - Term Full-time

Special Instructions to Applicants

Employee Group

Excluded


Posting Detail Information

Competition Number

C003141

Number of Vacancies

1

Posting Open Date

07/04/2025

Posting Closing Date

07/14/2025

Open Until Filled

No


Inclusion Statement
Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, AccessibilityHR@okanagan.bc.ca.