Officer, Governance and Strategic Projects, Courtenay

Position Summary Reporting to the Director, College Governance&Strategy and working directly with the Leadership Team, the Officer, Governance and Strategic Projects is responsible for the coordination of operations, planning, policy development and reporting processes that support the college’s governance, strategic plan and institutional priorities. The position assists the Leadership Team in the execution and delivery of complex projects related to strategic direction including project planning, development, monitoring and reporting. NIC is an inclusive College and accordingly the Officer, Governance&Strategic Projects must demonstrate a strong commitment to teamwork, collaboration, equity and inclusion.

Position Competencies - Job Knowledge

Judgment

Teamwork

Planning&Organization

Customer Service Excellence

Communication&Interpersonal Skills

Duties&Responsibilities

Analyzes, researches and implements systems, procedures and efficiencies to ensure the smooth coordination and communication of activities in the strategic plan.

Works directly with the Leadership Team and divisional stakeholders to cooperatively design, modify and implement strategic reporting processes and procedures.

Develops project plans, operational forms and budget estimates for strategic plan initiatives.

Plans, organizes and reviews the work of others engaged in strategic projects and is flexible and resourceful with timelines and the performance of job duties.

Monitors project progress and provides accurate information and guidance to the Leadership Team to inform decision making.

Coordinates the development, review, revision, and implementation of policies, procedures, and guidelines in alignment with institutional priorities, statutory requirements, and governance best practices.

Performs a variety of duties to support the strategic plan, often changing from one task to another of a different nature and with frequent interruptions and/or distractions.

Collates and synthesizes complex information to create clear and concise reports, presentations and other informational materials.

Proofreads and edits materials for style, content, readability and suitability.

Attends meetings and committee activities to further the goals of the strategic plan, Leadership Team and their respective departments.

Schedules meetings, prepares agenda packages and records and distributes minutes for working groups, committee meetings and project meetings as required.

Supports the Leadership Team with engagement and consultation planning and processes.

Assists in the coordination and support of events or activities including the development of work plans, tracking of program, project, activity, and/or event budgets, processing of payments, completion of expense reports, drafting of promotional material and working with the Marketing team on marketing and promotion.

Maintains official records on behalf of the Leadership Team in accordance with college policies and Freedom of Information and Protection of Privacy Act (FOIPPA), ensuring appropriate retention, access and retrieval of documents and reports related to the duties and functions of position, including documents of a confidential nature.

Responsibility for the ongoing development, maintenance and content of Leadership Team and strategic plan sites and distribution lists to communicate strategic plan activity and related projects.

Prepares and coordinates submissions, reports and other documents for internal meetings, the Leadership Team and the Board of Governors.

Researches and composes a wide variety of notices, reports, contracts and other documents intended for both internal and external audiences, including government offices, agencies and community organizations.

Actively contributes to a team environment that fosters and develops effective working relationships, and collaborative work practices.

Identifies issues and makes and implements recommendations on processes and procedures to improve efficiencies based on new methods or changing circumstances.

Maintains up-to-date knowledge of current administrative management and business reporting techniques and tools.

Maintains awareness of emerging workplace and educational technologies and participate in relevant professional development and knowledge sharing opportunities.

Provides process guidance and training to colleagues and communicates reporting requirements to appropriate staff for implementation.

Manages special projects related to strategic planning and the Leadership Team.

Provides back-up coverage during peak periods and for vacation/leave coverage for college Governance and Strategy team members as time permits.

Required Education&Experience

A Bachelor’s degree or equivalent in a relevant discipline.

Over five years of senior administrative support or relevant experience, including creating, documenting and communicating systems and processes.

Demonstrated project management experience, with the ability to develop, plan and complete multiple concurrent complex projects.

Demonstrated experience supporting the development and implementation of organizational policies, procedures, and guidelines.

Experience interpreting legislation, policy and accountability frameworks.

Required Knowledge Skills&Abilities

Excellent written and verbal communication and interpersonal skills with the ability to communicate professionally and effectively with individuals at all levels within the College in a variety of consultative and collaborative processes.

Ability to gain and maintain credibility with colleagues and capable of working both independently and as part of a team.

Demonstrated ability to write create clear and concise reports to explain complex issues to different audiences.

Ability to articulate and interpret complex issues, guidelines or processes to others clearly and without error.

Strong analytical skills and ability to demonstrate sound judgement.

Ability to work with flexibility and use judgement to prioritize workloads in an environment of changing priorities and demanding timelines.

Ability to work under pressure to meet strict deadlines and handle heavy volumes during peak periods.

Ability to use and adapt to workplace technologies to support collaboration, reporting, information management, and efficient work processes, with a willingness to learn new systems and tools.

Advanced proficiency in Microsoft Office Suite (Word, PowerPoint, Excel) and Outlook 365 applications, including Teams and SharePoint.

Document production skills to support reporting and related materials, with the ability to prepare clear, professional written and visual content, including familiarity with InDesign, or a willingness to learn.

Ability to maintain sensitive information, exhibit diplomacy and excellent judgment, with high standards of professionalism, ethics and confidentiality.

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