Supervisor, Administrative Services

Job title: Supervisor, Administrative Services

Job description: Job Description:

In order to ensure your application is received by NAIT for thorough review and consideration, please apply directly through our Careers site at

NOTE: This position is limited to NAIT internal staff only.

Reporting to the Facilities Management and Development (FMD) Associate Vice President (AVP), this position provides executive administrative support to the AVP and is accountable for the delivery of administrative services for the department through leadership and supervision of the administrative support team. Administrative support staff, while reporting to this position, also have a functional reporting relationship to the unit they support.

Executive administrative support to the AVP enables the effective functioning of the AVP by reviewing items for the AVP signature (recruitment requests), preparing needed materials (e.g. Board committee meeting binders), managing and performing day-to-day administrative functions (e.g. coordinating AVP meetings), etc. Delivery of administrative services for the department enables the effective delivery of department operations and services by ensuring related administrative functions are coordinated and performed to a high and consistent standard.

Executive administrative support to the AVP:

• Review documents for completeness and accuracy and for adherence to policy and procedure prior to submission for AVP approval or AVP recommendation / VP approval.
• Prepares materials, reports, submissions, and presentations by researching, analyzing, composing and/or synthesizing, collating and formatting documents.
• Prepare general correspondence, meeting agenda and minutes, etc.
• Maintain a tracking system and follows up on deliverables to the AVP such as HR and other approvals, information requests, etc.
• Ensure the effective functioning of the AVP through activities such as calendar and meeting management.
• Fosters positive, effective relationships with key contacts in Human Resources, Financial Services, ITS as well as senior administrative support in schools and departments.

Management and Delivery of Administrative Services for the Department:

• Analyze the impact on administrative services of potential departmental or institutional changes.
• Collaborate with FMD senior leadership to determine administrative services requirements, analyze options, and implement approved solutions.
• Develop and implement administrative services procedures and processes.
• Provide appropriate communication of information throughout the department to ensure continuity and consistency among units.
• Provide oversight on administrative services to monitor operational delivery. This includes engaging managers to gather input and feedback into operational delivery of administrative services.
• Process and track human resource information for the department (appointment authorizations, job adjustments, performance management plans, probationary reports, flexible work option approvals and days off, vacation purchase plan applications and days off).
• Manage the department’s website.
• Oversees the development and administration of the departmental records management system.
• Approves and processes requisitions for office supplies and equipment.
• Process and track approvals for access to NAIT IT systems (Peoplesoft, shared drive)
• Coordinate workspace, IT resources and access for new staff.
• Initiates requests for the maintenance and repairs of office equipment and facility maintenance and repairs; coordinates movement of office furniture and equipment within department.
• Submit requests for computer hardware, software, and mobile devices.
• Collaborate with ITS to determine necessary computer upgrades and licensing requirements.

Supervisory duties:

• Provide leadership to the administrative services team.
• Arranges for onboarding of new staff to include orientation and training.
• Direct administrative reports by assigning responsibilities, delegating work, monitoring for completion and adherence to policies and procedures.
• Conduct frequent individual and team meetings with direct reports to collaborate, set goals, provide guidance and support.
• Approve absences for administrative direct reports and ensure adequate administrative coverage.
• Resolve complex administrative issues and complaints.
• Recruit administrative direct reports (screen applicants, conduct interviews & provide recommendation).
• Train, communicate expectations, monitor, and coach administrative direct reports.
• Monitors the performance of staff. Provides feedback on their performance and conducts probation reports and performance evaluations. Recommends personnel actions as required.

Skills & Abilities:

• Knowledge of accounts payable and financial accounting and accuracy in preparation of financial documents.
• Knowledge of NAIT- wide and Department policies and procedures
• Knowledge of standard practices for payments for work covered under Builders’ Lien and Workers’ Compensation legislation
• Knowledge of PeopleSoft Financial and PeopleSoft HR
• Advanced knowledge of Microsoft office suite (Outlook, Word, Excel, Access, Visio)
• Efficient and accurate keyboarding skills
• Strong interpersonal skills
• Supervisory/Leadership skills
• Organizational and analytic skills
• Ability to cope in a high-volume environment with constantly changing priorities and constant interruptions

Qualifications:

• Completion of grade twelve
• Certificate or Diploma in Financial Accounting, Business, or Office Administration preferred.
• An equivalent combination of education and experience may be considered.
• 5 years progressive related administrative/financial experience, preferably in a facilities management or construction environment
• Supervisory experience is an asset.

Remuneration: $1,981.94 – $2,589.08 biweekly ($51,530.44 – $67,316.08 annually), plus a comprehensive benefits package. (Classification – Administrative Support VI).

This position is covered by the Alberta Union of Provincial Employees (AUPE) Collective Agreement.

Please submit a resume and cover letter to be considered for this opportunity.

About NAIT

At NAIT, people matter.

We’re proud to have been named one of for 12 consecutive years. Developing an engaging, supportive, and rewarding work culture is something we take seriously. We know that people are our biggest asset – they are what makes NAIT a great place to work.

At NAIT, you are part of a community that makes a difference in the lives of students, staff and industry clients and partners. The NAIT culture reflects our shared values of respect, collaboration, celebration, creativity, and accountability. We are committed to and are a proud partner of the and Pride at Work Canada. NAIT is committed to advancing equity and cultivating inclusion throughout the hiring process. We especially encourage applications from Aboriginal and Indigenous people, Black and racialized people, gender and sexually diverse (2SLGBTQIA+ and women) people, immigrants, and people with disabilities.

What we offer

We’ve created a benefits package that focuses on health and wellness, professional and personal growth, recognition, and work-life balance.

NAIT is a flexible workplace and depending on the nature of your role, you may request flexible work arrangements with respect to where and when you work, including being on-campus full-time, working off-site, or a combination of the two.

Employees also have access to excellent vacation time, paid time off between Christmas and New Year’s, a strong recognition program, learning opportunities, 2 annual all-staff professional development days and so much more.

Health and safety

You can find the latest information on NAIT’s response to COVID-19 at

Additional requirements

Applicants with education credentials earned outside of Canada who have not had them previously assessed should have their credentials evaluated by World Education Services or the (IQAS)

Accommodations

NAIT is an inclusive employer and strives to hire a diverse workforce. If you are contacted by us regarding a job opportunity, please don’t hesitate to contact us if you require any accommodation during the selection process. Please contact us via email at

We thank you for your application, however, only those selected for an interview will be contacted.

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