Executive Assistant - Operations

South Shore Regional Centre for Education

The South Shore Regional Centre for Education (SSRCE) practices the culturally responsive pedagogy approach in providing an inclusive, diverse, equitable, safe and healthy education that supports learning and success both personally and academically to the 59,000 residents of Lunenburg and Queens Counties, an area of 5,250 square kilometres and a total of 23 schools.

Regional Centres for Education have Employment Equity Policies and/or processes and we actively encourage applications from under-represented groups, particularly people of African Nova Scotian, African Canadian and African ancestry and Mi’kmaw/Indigenous ancestry. Please ensure that you complete the self-identification portion on the position application.

Qualifications:

• Completion of Community College Business Administration Program, or 5+ years of equivalent work experience.
• Related experience in a public office (preferably in education and/or operations).
• Accurate word processing, data base and spreadsheet skills.
• Pays close attention to detail.
• Ability to work under pressure with deadlines.
• Strong interpersonal and time management skills.
• Ability to communicate courteously and effectively with staff and the public.
• Valid Driver’s license with access to reliable transportation

Characteristics

• Team player demonstrating effective and cooperative working relationships with all South Shore Regional Centre for Education employees.
• Self-starter, open to testing new ideas that may improve performance.
• Awareness of South Shore Regional Centre for Education policies, processes, and developments that affect the Operations Department.
• Excellent records management, spreadsheet and word processing skills
• Strong analytical and problem-solving skills.
• Confidential

Task Dimensions:

• Work collaboratively with the Director of Operations and Operations Management to plan the work inside the Operations Department. For example:
  • Initiating, planning, executing and closing out tasks and work for the Operations Department;
  • Preparing agendas, records, and distributing minutes and lists of action items for various meetings, including Operations staff meetings, meetings with Unions, Transportation Review Committee, project meetings and other meetings as required;
  • Maintaining a filing system, both physical and digital, for the Director of Operations and Operations Department;
  • Producing statistical summaries, reports, and bulletins.

• Works with Property Services and Transportation Departments by:
  • Completing staffing plan by taking absence notifications and filling absences for Operations staff;
  • Planning and scheduling in-service dates and logistics;
  • Working on special projects within the department as required;
  • Performing SAP tasks as required (Work Orders, PM Tasks, Budgets).

• Works with Director and Coordinator of Operations on Capital projects:
  • Preparing and evaluating tenders, RFP’s and RFQ’s for project work;
  • Working with Contractors and Consultants to ensure billing is accurate and timely;
  • Attending site and virtual meetings as required;
  • Preparing TCA Project claims and tracking project budgeting;
  • Working with Contractors and Consultants to ensure all project closeout and warranty documents are received and filed properly.

• Works with SSRCE staff to create ThoughtExchange activities by:
  • Working with other employees to initiate, plan, execute and close ThoughtExchange activities inside the SSRCE staff;
  • Working with Communications Coordinator to pull information for communication purposes from ThoughtExchange activities;
  • Attending Professional Development or Public Engagement sessions to help facilitate ThoughtExchange activities.

• Assume various duties of Operations staff during absence periods such as illness, vacation, as well as summer, March and December breaks.

• Complies with the Occupational Health and Safety Act and Regulations.
• Performs other related duties as required.

Thank you for your interest in the South Shore Regional Centre for Education, however, only those shortlisted for an interview will be contacted.