Department Assistant, Ceit - New Westminster, Canada - Douglas College

Douglas College

Verified Company

New Westminster, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Work ArrangementsWhat Douglas Offers**DO what you love. Be good at it. That's how Douglas College defines a great career. We're a community of citizens who are engaged — with each other and, increasingly, with the world. Being one of the best colleges in Canada isn't just talk - it's something we work at every single day.

The Role

To provide direct administrative support to the Administrative Officer, CIO, management and staff of the Centre for Educational & Information Technology (CEIT) including answering a multiline switchboard quickly and effectively, and by assisting with a variety of receptionist, clerical and administrative duties. Provides exceptional clientcentred service on a consistent basis to all stakeholder groups following established processes, procedures and classification systems.
Responsibilities

1. Provides switchboard and reception support for the College and

CEIT

.
a. answers calls for the College and ensures they are handled quickly and effectively;
- b. answer questions, provide assistance, makes referrals and routes calls to the appropriate person/department if needed;
- c. maintains and/or updates department and College directory systems as assigned;
- d. provides information, service and assistance to visitors and employees;
- e. keeps current with events and important dates to further help clients on the phone and in person.
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2. Provides clerical, administrative, procedural and logístical support for

CEIT

.
a. handles all telephone calls, answering questions, providing information, making referrals and taking messages;
- b. greets and provides information to visitors, determines appropriate actions and makes appropriate referrals;
- c. responds to requests for information and other inquiries including communicating with departmental personnel to obtain information;
- d. handles asset distribution ensuring appropriate signatures are received and related documentation is filed/distributed as per established processes.
- e. in collaboration with the Administrative Officer, assists with the preparations of meeting schedules, minutes, notes and agendas;
- f. records and distributes notes/minutes for department and committee meetings as assigned;
- g. books rooms and catering for a variety of activities;
- h. performs a variety of duties in support of special projects assigned by the Administrative Officer;
- i. as directed by the Administrative Officer and in consultation with the Production Assistants, reviews information on the College websites and provides feedback on CEIT brochures/communications;
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3.

Produces a variety of documents and correspondence for internal and/or external distribution including but not limited to:

a. formats, composes, prepares and produces routine correspondence including memos, letters, reports, forms, course outlines, manuals, minutes as assigned;
- b. compiles information for reports, including data entry, sorting and organizing data as requested;
- c. processes a variety of records, documents and forms through appropriate channels, ensuring accuracy and completeness, purging as necessary, and ensuring security of confidential materials.
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4. Ordering, receiving and invoice Coordination.
a. orders and receives supplies and equipment as directed/requested by managers and staff, via the appropriate systems, coding to the appropriate cost centres;
- b. receives goods in department;
- c. confirms the receipt of goods with shipping;
- d. confirms Production Assistant(s) have related packing slip documentation;
- e. as requested by the Administrative Officer, organizes invoices for payment and ensures related documentation is filed/distributed as per established processes, arranging for appropriate signatures if requested;
- f. updates asset inventory as instructed;
- g. escalates issues to the Administrative Officer as needed.
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5. Office Coordination
a. maintains inventory of forms, office and printer supplies, distributing as instructed;
- b. ensures kitchen, photocopy and supply cabinets are adequately stocked and orderly;
- c. updates mailboxes and office nameplates for CEIT employees.
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6. Performs other duties as assigned.
a. provides support for the Administrative Officer as needed;
- b. maintains training on other department clerical support positions to cover for absences as needed and / or training of auxiliary staff.
To Be Successful in this Role You Will Need

Good working knowledge of English together with strong oral and written communication skills.
Completed a one year program in office administration or in a related field at a recognized postsecondary institution (diploma/ bachelor's degree preferred) combined with a minimum of two years related work experience, or an equivalent combination of education, training, and experience
Proven strong communication skills, including the ability to deal pleasantly and effectively on the telephone with people of all age