Department Assistant - Vancouver, Canada - Vancouver Community College

Vancouver Community College

Verified Company

Vancouver, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Pclass #

SS090
Job Summary

Who We Are

We acknowledge that Vancouver Community College (_
VCC_

- ) is located on the traditional unceded territories of the xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial._

For over 55 years, VCC has been a leader in innovative, experiential postsecondary learning. We're one of B.C's top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.
At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.
This position is responsible for assisting department heads in a variety of administrative tasks related to the smooth functioning of the departments.
Job Duties/Responsibilities
1. Provides administrative support, which includes responding to questions from students, other departments and external agencies; transcribing and circulating minutes of meetings; preparing documents, reports and schedules; drafting routine correspondence; distributing mail and updating the department website.
2.

Assists instructors with a variety of tasks including:
- a. Contacting substitute instructors to schedule services, providing their orientation and ensuring they have the necessary information to perform their duties effectively.
- b. Orienting new term instructors and assigning voice box numbers accordingly.
- c. Providing emergency support to instructors, which may include showing videos, supervising tests, arranging for make-up tests, administering and collecting assignments and collecting/returning library materials.
- d. Keeping accurate accounts of class enrolments and updating and maintaining records accordingly.
- e. Coordinating field trip requisitions and arranging for cash deposit.

3. Books rooms for courses, seminars, exams, faculty interviews, etc. Responds to equipment maintenance requests and emergency requests regarding classroom needs.
4. Prepares contract requests for terms and maintains records of term workload.
5. Assigns activities and projects to Program Assistant and monitors and evaluates activities. Provides back up in his or her absence.
6. Coordinates internal and external distribution of advertising materials. Prepares and packs promotional materials for special events. Prepares and maintains bulletin board displays in hallways and classrooms.
7. Organizes and maintains filing system. Stores/disposes of materials as per PIPA regulation.
8. Monitors, orders, and maintains office supplies and stationery for the department and the photocopier room.
9. Performs other related duties as required.
Qualifications

Education and Experience

Grade 12 supplemented by computer courses and additional specialized training of over 1 year in business administration and over 2 years' related experience or an equivalent combination of training and/or experience may be substituted for the required qualifications.

Skills and Abilities- Proven interpersonal skills with the ability to work both independently and collaboratively as a member of team.

Ability to establish and maintain effective working relationships with students, staff, instructors and administrative personnel. Personable, patient, and able to deal with a variety of people and personalities.

Strong organizational skills and ability to perform a wide variety of clerical tasks.
Ability to use discretion and mature judgement in relating to people, giving out information and solving problems. Ability to maintain confidentiality regarding departmental and personnel matters.
Superior communication skills and an excellent command of written and spoken English.
Considerable knowledge of the organization, content and registration procedures of College related departments and programs.
Proficiency in MS Word, Excel, Publisher, Outlook and Student Information Systems (Banner preferred) and the internet. Minimum speed of 50 nwpm.
Ability to work under pressure and to deadlines.
Creative, resourceful, adaptable and solutionoriented.

Salary Range - Prorated based on FTE