EXISTING CNC CUPE Employees:
For all Administrative postings please disregard the following statement. For CUPE postings please refer to Article 9.01 (d) of the CUPE Collective Agreement to ensure you have met the eligibility requirements to apply to CUPE competitions.
Employment Status Part Time Employment Type Fixed Term Job Summary
Reporting to the Director, Marketing and Future Student Experience, the Administrative Coordinator provides confidential and logistical administrative support across the Marketing and Future Student Experience portfolios, including marketing, events, Future Student Services, and youth initiatives. This role is responsible in assisting with financial oversight, human resource coordination, project coordination, and oversight of all office administration to ensure an effective and well-coordinated office that is positioned to provide exceptional service on a consistent basis. The position also assists in providing leadership and support on departmental and/or institutional events, key external relationships and MOUs, annual activities, and strategic initiatives.
Specific Duties
- Provides confidential administrative support for departmental management, including but not limited to, scheduling and calendar management; meeting coordination and preparation; and liaising with internal and external partners on behalf of the Director.
- Coordinates and assists in the planning, development and implementation of the departmental deliverables in support of on-going institutional initiatives and events.
- Coordinates information gathering for large, often interdepartmental projects by researching, compiling documentation, drafting materials, and distributing information to improve efficiency and service delivery.
- Provides policy/process administration support which includes tracking timelines; communicating with stakeholders; gathering and organizing supporting documentation; drafting resolutions and recommendations; and filing decisions with the appropriate internal stakeholders.
- Supports the coordination, review, and revision of Memoranda of Understanding (MOUs) with key external partners including tracking changes, gathering input from stakeholders, and ensuring alignment with institutional requirements.
- Supports internal projects involving external partners, vendors, and community agencies by assisting with RFP processes, including preparing documentation, coordinating submissions, and supporting evaluation committees and vendor communication.
- Applies project management methods, coordinating timelines and deliverables, organizing meetings and materials, documenting decisions and action times and proactively monitoring progress to support timely and effective project execution.
- Assesses, designs and implements streamlined systems and administrative procedures to support effective office operations, proactively enhancing operational efficiency and cost-effectiveness while promoting a culture of continuous improvement.
- Provides extensive information and advice to staff with respect to department updates, paperwork, and procedures.
- In collaboration with management, develops and delivers training related to departmental process changes or the introduction of new procedures.
- Supports special project work and ad hoc committee work as assigned.
- Assists with annual budgeting processes, proactively reviewing financials, identifying areas of concern, and following up as appropriate.
- Assists with supporting financial and budgetary activities, including but not limited to budget forecasts, preparing requisitions, journal entries, reconciliations, invoice payments, etc.
- Maintains up-to-date knowledge of internal financial systems for budget enquiries.
- Coordinates hiring processes, including the creation and submission of personnel requisitions; interview and testing setup; and search committee member involvement.
- In collaboration with management, ensures new staff have received required orientation, equipment, and introductions.
- Reviews timesheets/leave sheets for completion and accuracy in preparation for submission to the appropriate manager for their approval and submission to payroll.
- Maintains records of staff vacation, professional development, and schedules.
- Maintains an awareness of pertinent Collective Agreements and their provisions.
- Screens incoming information, emails and inquiries; provides general information and identifies matters that require attention within the department, or other College-wide referrals.
- Creates and distributes institution-wide correspondence on behalf of the department, ensuring clarity, consistency, and adherence to institutional messaging standards.
- Prepares and distributes various documents and materials, including those that may be complex and/or highly sensitive.
- Transcribes, drafts, prepares and formats notes, correspondence and reports, for internal and external use.
- Maintains the integrity and confidentiality of sensitive information as per privacy legislation.
- Assists in developing and maintaining processes for records management and curating key operational and project documentation.
- Actions requests on behalf of the department management.
- Provides relief coverage for select positions within the department.
- Coordinates and manages the flow and assignment of marketing and events ticketing and work requests.
- Serves as a departmental support for events, ensuring smooth execution, collaboration, and effective problem-solving for a seamless event.
- Prepares marketing, fundraising communications, and student recruitment-related mailings as needed.
- Orders print or promotional material and products, maintain inventory, tracks usage.
- During peak periods, may be required to assist with events and other team-related activities.
- Performs general office duties such as maintaining filing systems, ordering supplies, mail distribution and photocopying.
- Coordinates and arranges meeting logistics and requirements.
- Creates and updates standard operating procedure manual for the position, as required.
- You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners and communities.
- You will promote a positive work atmosphere and communicating in a professional manner that demonstrates mutual respect with students and colleagues.
- Other related duties as assigned.
Skills & Qualifications
- Recognized two (2) year diploma in Office or Business Administration or other related field of study
- 4 years or more in a senior administrative support position, ideally within a Marketing, Communications, or Educational environment
- Proficient in appropriate technological resources including the following areas:
– Word processing and publishing
– Spreadsheet construction and application
– E-mail, Internet and basic knowledge of Web development
- Attention to detail, with a high degree of accuracy in proofreading and editing.
- Demonstrated effective organizational and time management skills are essential.
- The ability to maintain a high degree of confidentiality and meet privacy legislation requirements is essential.
- Effective problem-solving skills are essential.
- Demonstrated understanding of the post-secondary education system, particularly in relationship to service to others, and the ability to articulate an appropriate philosophy of service excellence. Experience within an educational environment is an asset.
- Demonstrates excellent interpersonal skills and the ability to communicate courteously and effectively.
- Proven ability to identify administrative needs and respond by developing and implementing effective systems and services.
- Demonstrated knowledge of management of events and design standards.
- Ability to draft complex correspondence and write reports in clear, concise business English.
- Ability to work independently, positively, and establish priorities, while meeting a demanding work schedule and deadlines managing changing priorities or frequent interruptions.
- Must demonstrate empathy when communicating with staff, stakeholders and students.
Band G Grade NA Salary $35.20 per hour (under review) Location Prince George CNC Campus Prince George Province BC Country Canada Department Marketing & Future Student Experience
Posting Detail Information
Employee Group
Operational
Desired Start Date
06/29/2026
Position end date (if temporary or seasonal)
10/31/2026
Additional Appointment Details
Number of Hours per week
0 - 35
Posting Competition Status
Accepting Applications
Screening/Close Date
06/25/2026
Remain Open Until Filled
No
Special Instruction/Details to Applicant
