Office Assistant, National Bee Diagnostic Centre

Grand Prairie Regional College - Beaverlodge, AB (29 days ago)

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GPRC

Grande Prairie Regional College (GPRC) is a comprehensive community institution, established in 1966 in Grande Prairie, and our stewardship region includes campuses in Fairview and Grande Prairie, as well as learning centres in Edson, Grande Cache, Hinton and Jasper. GPRC offers a wide variety of credit and non-credit career certificates and diplomas, pre-employment and apprenticeship trades, university transfer studies, and several opportunities for on-campus degree completion through collaborations with four-year universities. As an educational facility in northwestern Alberta, GPRC helps meet the cultural, recreational, athletic and conferencing needs of the region in partnership with community and regional stakeholders. GPRC is dedicated to providing learners with access to high quality and diverse lifelong learning opportunities, and to the responsible educational, fiscal and environmental stewardship of resources.

The Department

GPRC Research & Innovation (GPRC R&I) leads the development of applied research and innovation for the College and northwest Alberta. From large NSERC and SSHRC funded initiatives to local student-led community participatory projects, GPRC R&I provides project management, grants facilitation, secretariat, and other support services to the College, industrial and community partners across the wider Peace Country and West Yellowhead regions. Closely collaborating with Alberta Innovates and the Grande Prairie Regional Innovation Network (GPRIN), GPRC R&I supports innovators, entrepreneurs and students as they develop ideas into new marketable products and services. GPRC R&I is able to connect industry and community initiatives with the diverse experience, skills, and multi-disciplinary knowledge of the College's faculty and students, a powerful regionally-based resource for anyone seeking research and development assistance.

National Bee Diagnostic Centre

The National Bee Diagnostic Centre (NBDC) is a research initiative at Grande Prairie Regional College who provides diagnostic services for beekeepers and researchers, with the aim to contribute towards a healthy, sustainable and profitable apiculture in Canada.

The Role

As Office Assistant, you will provide a broad range of administrative support/assistance to the National Bee Diagnostic Centre in Beaverlodge, Alberta. This position will work closely with the NBDC Manager; Laboratory Technician; and Research Scientist. Specific duties include:

Office: Establish office priorities. Maintain office procedures and yearly activities/events, timelines; anticipate requirements. Prepare/distribute agenda and take minutes for NBDC-TAC meetings; follow-up and remind staff of tasks resulting from meetings and deadline dates.
Reception: Answer visitor inquiries, telephone calls and e-mail. Collect, open and distribute incoming mail and prepare out-going mail; respond as appropriate.
Confidentiality: Ensure confidentiality of all client information and processes are in place.
Tracking: Establish procedures and track all client samples that are in the NBDC-TAC system (100%) compliance. Record incoming samples, generate sample work orders and properly store samples. Send diagnostic reports to clients. Track NBDC knowledge mobilization activities to include: tours, presentations, workshops, events, publications, students, faculty involved in research, new processes and prototypes and services.
Travel: Track, organize and reconcile travel for NBDC staff (schedule; book flights, vehicles, hotels, event display booths) and complete all forms of payment (e.g. Conference registration fees, display space, advertising).
Operations: Ensure that operations of the NBDC-TAC continue to function smoothly, and external contacts are maintained.
Database: Maintain a variety of databases for the NBDC-TAC and generate reports as required. Filing: maintain and enhance the central filing system (electronic and paper).
Events: Organize various workshops and meetings by booking rooms, preparing materials, etc. Assist with special projects as requires by coordinating meetings, events and material. Organize and duplicated all documentation necessary for presentations.
Staff: Ensure that timesheets for temporary staff and summer students are completed and submitted to Payroll.
Financial
Handle all aspects of client payments for service, including preparation for generating invoices, monitoring payments, coordinating deposits with Financial Services at the College, and maintaining accurate records of all transactions.
Reconcile and prepare expense statements
Assist with the preparation of service agreements, grants, proposals, MOU’s related to projects funded through various agencies in accordance with College policies/procedures.
Under direction, contact suppliers for quotes, request PO’s and purchase materials/supplies within policy maximum, track delivery, check incoming items, and confirm payment of invoices. Put all items away when received and keep inventory.
Ensure appropriate agencies/institutions are invoiced for payment
New Media and Marketing: Under direction and in collaboration with the GPRC Research and Innovation and Public Relations Specialist, assist with new media requirements (weekly) and NBDC-TAC marketing (as needed)

This full time, term-certain position will end March 31st, 2023.

What We Offer

GPRC offers lifelong learning opportunities through professional development/wellness programs, a competitive salary and compensation package and a student centered culture that is vital to our community. Join our team, grow with us and connect your skills and abilities to our vision, mission and values.

Job Requirements
The successful candidate will have an Office Administration Diploma and two year’s related experience. An equivalent combination of education and experience. Necessary skills and attributes to be successful in this role include:

proficiency in Microsoft Office applications such as Word, Excel, PowerPoint and Outlook;
current knowledge/experience with computers and various software programs;
excellent customer relations skills;
ability to pay attention to detail;
able to work as part of a team;
experience in a laboratory setting is an asset;
strong organizational and multi-tasking skills;
excellent communication and interpersonal skills;
ability to build strong relationships across the organization;
a high level of integrity, confidentiality, professionalism and accountability; and
must be free from known honey bee allergies.

How to Apply

Only applications received electronically will be considered. To apply, go to http://www.gprc.ab.ca/careers and select the job posting.

We review all applications to select candidates whose qualifications and experience most closely meet our needs.

Only applicants selected for interviews will be contacted. For general inquiries, please contact HR at humanresources@gprc.ab.ca.

Thank you for applying to GPRC!