Administrative Assistant

Post-Secondary Employers’ Association (PSEA)
Vancouver, British Columbia

December 17th, 2024

PSEA has a unique opportunity for an administrative professional to join our close-knit and collaborative team. This exciting part-time 1 year contract, 20 – 25 hours per week, will provide you with:

• Theopportunity to work closely with a seasoned HR leadership team at the forefront of industry best practices.
• An office conveniently located in central Vancouver with the added flexibility of a hybrid work setting.
• A rewarding position with part-time hours that allows you to select the working model that suites your lifestyle, with the opportunity to allocate the 20 - 25 hours per week over 3 to 5 days.

About the Post-Secondary Employers’ Association (PSEA)

PSEA provides labour relations and human resource services, including collective bargaining, to the province’s public colleges, special purpose teaching universities, and institutes. As a multi-employer association serving a diverse membership of 19 institutions throughout the province, PSEA supports the public post-secondary sector through a broad range of progressive initiatives and services. 

The Opportunity 

Reporting to the Manager, Finance and Administration, the Administrative Assistant provides administrative and coordinating support to all PSEA’s staff. The successful candidate will be a professional, resourceful, highly organized, detail-oriented, and self-motivated professional who is quick to learn new systems and technologies. While the role is varied, some of the key areas you will support are as follows:

Administrative Support

• Assists with implementation and maintenance of a records management system, including scanning, tagging, and e-filing historical records
• Assists with various financial tasks, including:
  • assisting with accounts payable and receivable filing
  • overseeing visa reconciliation and coding
  • maintaining expense tracking spreadsheets
  • maintaining supplier contract database
• Supports legal services team with confidential filing and other related processes
• Supports coordination of logistics for a variety of board and committee meetings, including the Annual General Meeting, and taking meeting minutes as needed
• Coordinates travel arrangements for PSEA CEO and bargaining staff, when necessary
• Researches and orders office materials, furniture and supplies and troubleshoots office equipment malfunctions
• Updates, maintains and initiates changes using established PSEA process for all PSEA contact and email distribution lists
• Edits, formats, and proofreads a variety of documents, charts, and graphs using word processing, spreadsheet and presentation software

Communications Support

• Assists with posting to and maintaining the PSEA website and LinkedIn accounts
• Assists with content generation for the website and updating material using the appropriate software tools
• Updates PSEA orientation materials as well as initiating welcome and orientation processes for new contacts at member institutions
• As requested from time to time, creates surveys and compiles results
• Assists with collective bargaining research and creates and maintains status-tracking spreadsheets
• Revises collective agreements as directed and assists with the collective agreement ratification and post-ratification process
• Files coded documents according to standard procedures

Collective Bargaining Support

• As requested from time to time, creates surveys and compiles results
• Assists with collective bargaining research and creates and maintains status-tracking spreadsheets
• Revises collective agreements as directed and assists with the collective agreement ratification and post-ratification process
• Files coded documents according to standard procedures

Candidate Profile

This is a fantastic role for a resourceful and self-motivated individual, who thrives in a collaborative yet autonomous environment. The ideal candidate will have the following:

• Demonstrated experience providing administrative and/or coordinating support in a fast-paced environment
• Prior experience in a human resources, post-secondary or legal workplace is an asset
• Ability to communicate effectively both verbally and in writing with strong grammar skills
• Ability to work effectively with a variety of contacts, exercise judgment in providing information and assistance, and deal with confidential matters appropriately
• Effective interpersonal skills, a good sense of humour, and an ability to work as both part of a team and independently with minimal supervision
• Prior experience with an online content, records management, and/or association management system is an asset
• Prior experience taking meeting minutes is an asset
• Knowledge of Microsoft Office Suite, normal office practices, procedures, and technology

Salary range: $44,985 to $54,593 per year depending on experience and number of hours worked

How to apply

VineHR is supporting PSEA with the recruitment for this position. Qualified individuals are invited to apply online. 

We thank all applicants for their interest; however, only those applicants selected for further consideration will be contacted.
 

About VineHR

Based on Vancouver’s North Shore, VineHR Ltd. is a boutique firm supporting growing organizations with personalized recruitment services. With several years in the industry and a customized approached, our vision is to build long-lasting relationships with organizations to become their true "extended" people and culture ambassador.