C A R L E T O N U N I V E R S I T Y POSITION DESCRIPTION

Transcription

1 C A R L E T O N U N I V E R S I T Y POSITION DESCRIPTION PART A OFFICER USE ONLY Employee Name: Vacant Title of Immediate Supervisor: Manager, Operations and Special Projects Position Title: Project and Event Planning Administrator 1.Title: 2. Establishment No: Level: 08 PE 4. Evaluated by: : Department: Registrar s Office 5. Approved by: : PART B Position Summary The Project and Event Planning Administrator is responsible for the coordination of all office space and facilities requirements; coordination and planning of office moves; planning set up of seasonal call centre and student registration assistance drop in centre. The Project and Event Planning Administrator is responsible for the compilation, submission and auditing of monthly leave reports within the Registrar's office. The incumbent is responsible for large scale event planning and implementation; meeting support, including scheduling, planning agendas, taking minutes, facilitation of process reviews and post mortems. The incumbent is responsible for overseeing the administration of the ACD telephone system; liaising with CCS telecom and CCS Helpdesk for installations and moves; and conducting monthly audits to ensure billing accuracy. The incumbent coordinates the general operations of the office such as equipment maintenance, purchasing, inventory control and ordering of supplies. The incumbent is responsible for maintenance of all office process documentation for the implementation, data collection and results of various surveys; and the coordination of the annual purge of the student filing system. The Project and Event Planning Administrator provides telephone support to students as required. Additionally, the Project and Event Planning Administrator is responsible for administration of special projects as directed by the Manager of Operations. PART C Primary Duties Performed: 1. Plans & coordinates all space requirements within the Registrar's office including office moves, new furniture requests and reconfigurations, reassignment and transfers of telephones and computers as needed. 2. Responsible for the compilation, analysis, and reporting of all leave (annual, special, sick, O/T) within the Registrar's office. 3. Overseeing the administration of the ACD telephone system; liaising with CCS telecom and CCS Helpdesk for installations and moves; and conducting monthly audits to ensure billing

2 accuracy. 4. Large scale event planning and implementation. 5. Meeting support, including scheduling, minute taking and administrative support, as well as attending and participating in University working groups and committees. 6. Facilitation of process reviews and post-mortems that are used in the development of process improvement. 7. Coordinates the delivery, preliminary assessment and reporting of results of various surveys (as required). 8. Maintenance of process documentation using the Eleware program. 9. Coordinates and maintains all ICB requests for services within the Registrar's office. 10. During peak registration periods provides back up to client services in answering/processing student requests via phone and/or front line as required. 11. Responds to requests for information (in-person, mail, telephone and electronic enquiries) from students and various offices on campus related to convocation. 12. Responsible for the planning and coordination of the Health & Safety program within the Registrar's office to ensure compliance. 13. Plans & coordinates file purges and archiving as required. 14. Coordinates the management and maintenance of the general office equipment such as computers, photo copiers, faxes, and printers. 15. Coordinates the inventory and ordering of office supplies for the Registrar's office 16. Assists, as required, in the planning and administration of various Special Projects under the direction of the Manager of Operations. 17. Represents the Registrar s Office at information fairs on campus. PART D Specification: (to be completed by the supervisor in conjunction with the employee.) 1. KNOWLEDGE: a) Minimum amount of formal education required: Completion of 3 years post secondary education, University degree preferred. b) Minimum amount of relevant work experience required: Five years of relevant experience, preferably in a university environment. Experience with office administration, office moves, and facilities support Experience planning and working at large scale public events and internal events Project management experience c) Minimum amount and type of continuing study required: Maintain knowledge of university regulations, policies, procedures and services Maintain skills in technical writing in order to produce documentation Maintain knowledge of survey and analysis methodologies Maintain ability to compile, analyze and report on performance indicators Maintain knowledge of project management techniques Maintain knowledge of technological tools such as Banner, Excel, Word and Eleware. Elaborate on (a) and (b) justifying the amount of each specified above by detailing what the incumbent has to know and what skills are required of the incumbent in the performance of

3 the duties: Strong interpersonal skills, ability to perform as an effective team member, ability to provide support to colleagues. Must have tact, diplomacy, empathy and discretion. Exceptional communication and public relations skills with the ability to communicate effectively both orally, written, and in person. Incumbent must be able to problem solve and know when and where to refer students and potential students for additional information and assistance. Strong analytical, problem-solving and interpretive skills. Ability to analyze data and make recommendations. Must build and maintain strong positive relationships with other departments, with service units and with external vendors. Must be extremely flexible and adaptable to unpredictable situations, and have the ability to respond accordingly. Strong computer skills specific experience with the following software packages/applications (Microsoft Word, Excel, PowerPoint, Outlook, Banner and Eleware), and the ability to keep up with and adapt to changing technology. Ability to work independently exercising sound judgment. Resourceful with the ability to take initiative. Excellent organizational skills and ability to multi-task, coordinate and execute activities efficiently and effectively. The incumbent must understand survey and analysis methodologies in order to analyze and synthesize performance data. The incumbent will be required to present staff and client survey results as well as to lead post mortem processes, requiring communication, presentation and facilitation skills. The incumbent is required to work independently to maintain procedural and policy documentation. Project management skills and experience with facilities management are required in order to plan for seasonal call centre, for seasonal student registration assistance set up and tear down. Project management skills, exceptional public relations skills, large scale public event planning experience, and supervisory skills are required in order to plan and assist with running convocation. The incumbent must be available to work overtime as required. 2. COMPLEXITY OF DUTIES: A moderate level of supervision is provided while in the office; limited supervision is provided at off-site events. Resourcefulness and sound judgment is needed to carry out daily activities. Analytical ability and interpretation of data are essential in identifying and evaluating performance indicators and making recommendations. Must determine/select and employ appropriate methodologies to ensure data validity and accurate measurements. Facilitation sessions can be complex especially when there are conflicting opinions and ideas. Incumbent is required to provide advice and guidance based on knowledge and experience with past and current regulations and policies. The Operations Manager is available for assistance when exceptional or unique situations arise

4 Incumbent will be required to complete multiple tasks at a time with demanding deadlines and under pressure Incumbent will be required to work with students who are upset, confused and unfamiliar with the university s regulations, rules and policies 3. ACCOUNTABILITY: The Project and Event Planning Administrator represents the Registrar s Office by responding to s, phone calls, at public venues such as convocation and on campus information fairs and must provide accurate information in a professional manner. Failure to do so would reflect poorly on the reputation of the Registrar s Office and the University. Errors in analysis impact on decisions made and direction taken by management with regard to Office policies, procedures and regulations. Errors would result in delays in providing data to managers for planning purposes and would impact the ability of others to complete their work. There would be financial impacts as well in the time required to repeat analysis and rewrite documentation. Resolution of errors would be managed by senior staff 4. NATURE AND LEVEL OF CONTACT: a) purpose of contacts: The Project and Event Planning Administrator represents the Registrar s Office by attending meetings, and by responding to s, phone calls, and in person at service counter, and at public venues such as convocation and on campus information fairs. To exchange information both internally and with external contacts, with respect to surveys, benchmarks and performance indicators and to establish preliminary contact for developing surveys. b) level (check one) - regular and continuous only and as specified in Part 'C' other employees in same work unit or office the above plus students; faculty in the same work unit; or employees from other departments or offices at a similar job level to the incumbent. X the above plus the general public, faculty and staff at a more senior level from other departments or staff at equivalent levels outside the university. all the above plus senior University executives and senior officials from government, private industry, other universities, etc. 5. SUPERVISION/MANAGEMENT CONTROL EXERCISED: a) Describe the type of supervisory/management control exercised. Indicate responsibility for overall direction of a section/department/unit either independently or through subordinate supervisors if applicable. The incumbent will be required, on occasion, to respond to questions, to provide training to staff, to supervise temporary staff hired to work at convocation and to provide guidance to part-time staff in relation to general office work. b) Indicate the level of employees directly (not through subordinates) supervised. N/A c) Indicate number directly supervised

5 X Signed by: Employee Approved by: Immediate Supervisor Department Head