Position Filled:  CCFA Administrative Assistant

Four Month, Term (w/possibility of renewal) | 12 hrs/week, M-F Flexible Schedule, In-Person Only

The Camosun College Faculty Association (CCFA) is hiring an Administrative Assistant to assist the Faculty Association with a data archival project.  Within the provisions of the following job description, the successful applicant will digitally scan, review, organize, and tag historical documents for filing & archiving using cloud data management services and project management software. 

The Camosun College Faculty Association serves its members while residing on the traditional and unceded territories of the Lək̓ʷəŋən (Esquimalt and Songhees) and W̱SÁNEĆ (Pauquachin, Tsartlip, Tsawout, Tseycum) peoples. We express our profound gratitude to our traditional hosts’ welcome and tolerance of our uninvited presence while we strive to dismantle our colonial, patriarchal, and racist cultural biases.

The deadline for applications is July 10, 2022 at 11:59 PM.  Qualified applicants should expect to be contacted no later than July 15^th to schedule their interviews for the week of July 25th.  We cannot guarantee interview availability in advance but welcome you to inform us of your scheduling limitations and date preferences within that week and we will strive to accommodate you.  We prefer to conduct all interviews in person due to the physical presence requirements of the position, though video conference interviews may be considered for applicants with extenuating circumstances.

Start Date

This term position starts on August 29, 2022, and ends on December 23, 2022, with the possibility of an extension.

Compensation & Hours of Work

At the time of posting, the starting wage for this position was $23.25 for 12 hours of work per/week.  In lieu of health and other benefits, in accordance with Article 8.03(b) of the CUPE 1004 Collective Agreement, term Employees shall receive an additional twenty percent (20%) of their basic pay to be paid bi-weekly.  Any negotiated increases will be honoured when they take effect.  A copy of the CUPE 1004 Collective Agreement will be provided to qualified applicants during their pre-interview communication.

Working Conditions & Location

This position is exclusively for in-person work duties, however daily hours and days of the week are negotiable.  The CCFA offices are located on Lansdowne Campus at Camosun College.  The successful applicant for this position will carry out their duties mainly in the Young Building. 

Job Description: Administrative Assistant – Updated February 2020

Overview: The administrative assistant performs a variety of word processing, spreadsheet, database and other duties, which may involve confidential materials in support of the association’s operation. The incumbent is expected to perform with a considerable degree of initiative and independence based on general instructions from members of the executive and the administrative services coordinator. 

Reports to: Administrative Services Coordinator.

Knowledge, Skills and Abilities:

• Strong written and verbal communication skills
• Strong organizational skills
• Ability to work with minimal direction
• Commitment to confidentiality and impartiality
• Intermediate computer skills, including experience with word processing, spreadsheet and database software.

Principal Duties:

Committee Support:

• Books meeting rooms and arranges refreshments as requested
• Provides administrative support to committee chairs as needed

Communications:

• May respond to general enquiries from faculty members
• May assist in the preparation of communication materials for the Association including the faculty newsletter, member handbook, general correspondence and other tasks as directed

General Office:

• Performs filing, data entry and report preparation
• Books meeting rooms and arranges refreshments as requested
• Assists with arrangements for faculty association general meetings

PD Fund:

• Processes PD Applications in the CCFA database and prepares reports for bi-weekly PD meetings
• Communicates with faculty members after committee approval
• Follows up with faculty members with regard to vague or missing application information
• Prepares advances for PD funding
• Prepares expense claims for approved PD activities
• Assists with PD fund reconciliation
• May liaise with School offices and others involved with PD processes
• May respond to queries regarding PD claims from the Camosun College Finance Department

Qualifications: Grade 12 or equivalent plus two years’ office experience. A certificate in MS Office, experience working in a supportive role in a unionized workplace and with a volunteer board is an asset.

How to Apply:

Qualified applicants should send a letter of application and their resume to ac.ytlucafnusomac@tnediserp.  Upon receiving your email application, applicants will receive an acknowledgement email which includes a copy of the CUPE 1004 Collective Agreement and additional information about participating in our interview process.