Communications, Events and Research Assistant

School District No. 57 (Prince George)

TITLE: Communications, Events and Research Assistant DEPARTMENT: Indigenous Education Department

REPORTS TO: Administration of Indigenous Education

SALARY: $61,475 - $76, 844

Summary

With minimal direction, the Communications, Events and Research Assistant is responsible for assisting staff in the planning, coordinating and delivering a wide range of website support, activities, special projects and events for the Indigenous Education Department. This position also provides administrative support, secretarial, data entry, accounting and reception duties for the Indigenous Education Department. They work cooperatively with other staff and the public.

Duties

• Assists the administrator in executing events: organizing and coordinating schedules, booking spaces, hosting visitors, maintaining invitee databases, designing and distributing marketing materials, coordinating with multiple parties, outlining and executing marketing plans, setting up sites, preparing gift bags, organizing catering contracts, booking required equipment and ensuring seamless overall event hosting in a variety of venues.
• Relieves the administrators of routine administrative tasks including maintaining office procedures, organizing schedules, preparing agendas and materials for department, Board and committee meetings, scheduling appointments and making arrangements for travel and special events.
• Assists in the design, development and delivery of events or special projects. Ensures that project criteria standards and timelines are met within established guidelines.
• Maintains the Indigenous Education Department website with staff input; creates and maintains a schedule to update online materials.
• Designs, updates and distributes marketing materials, sandwich boards, bulletin boards and posters.
• Supports staff with marketing campaigns and social media activities aligning with the department and school district communication plans.
• Assists staff in creating, tracking and maintaining repositories for events, marketing and communication.
• Prepares reports and presentations according to project requirements.
• Inputs information from a variety of source documents utilizing various computer programs.
• Types, proofs and processes a variety of materials such as correspondence, memoranda, reports, agendas, booklets, purchase requisitions, work orders, lists and confidential documents.
• Composes routine correspondence and memoranda.
• Records and transcribes minutes of meetings for internal and external department distribution.
• Screens calls; relays messages and provides information and assistance to parents, public, Board Officials and District staff by telephone or in person.
• Makes calculations, posts information, orders supplies, prepares requisitions and expense statements.
• Open, screens and distributes incoming mail.
• Duplicates, sorts, collates, and staples materials.
• Files and maintains a variety of records and data.
• Performs other clerical or emergent duties.
• Responds to inquiries and provides information and assistance regarding Indigenous Education.
• Maintains a record / inventory of Indigenous Education learning resources.
• Any other related duties / responsibilities as required by administrators of Indigenous Education.
  
  

Required Knowledge, Ability, Skills

(Communications, Events & Research Assistant)

• High-school diploma or equivalent
• Two-year Business Administration diploma.
• Two years of related experience in creating and executing plans for events.
• Advanced knowledge of the Event Planning industry.
• Ability to design materials and update the web and social media outlets.
• Demonstrated experience in marketing and internal/external communications, social media, video development and teleconferencing.
• Demonstrated advanced computer literacy skills in MS Office or comparable software, Adobe Suite and desktop publishing skills.
• Demonstrated experience working with an Active Content Management system or other website maintenance experience, including HTML code.
• Keyboarding skills of 60 words per minute or proof of competency in keyboarding skills.
• Intermediate level coursework and proficiency in Word and Excel
• Advanced level coursework in PowerPoint, Adobe Creative Suite and/or Publisher
• Proven ability to communicate effectively both verbally and in writing for diverse audiences.
• Knowledge of office practices and procedures.
• Knowledge of Indigenous history and culture is an asset.
• Ability to maintain confidentiality.
• Demonstrated ability and commitment to serving diverse students and stakeholders, knowledge of educational environment.
• Ability to use courtesy and tact in the explanation of and discussion of information in contacts with public, parents, staff and students.
• Ability to perform individually and as part of a team.
• Ability to plan, organize and prioritize work to meet multiple deadline and project requests with attention to detail.
• Ability to work with constant interruptions.
• Ability to maintain close attention to detail for periods of sustained duration and to meet deadlines.
  
  

TOOLS AND EQUIPMENT USED

Computer, photocopier, telephone facsimile machine, paper shredder, telephone system, calculator and other office related equipment.

Physical Abilities

• Sufficient vision to operate computer.
• Fundamental ability to operate office equipment.
• Manual dexterity.