Administrative Associate - New Westminster, Canada - Douglas College

Description

Position Details

Position Information

Position Title Administrative Associate Posting Number 02163SA Location New Westminster/Coquitlam Campus Grade or Pay Level S - Pay Level 11 Salary Range $50,697 annually (with wage increments to a max of $56,606 annually).

Salary and wage increments are in accordance with the Collective Agreement. Position Type Support Staff - Temporary Posting Type Internal/External Regular/Temporary Temporary Employment Type Full-Time Posting Category Staff Start Date 04/29/2024 End Date 12/31/2024 Day of the Week Mondays to Fridays Shift 8:30am - 4:30pm Work Arrangements
This temporary full-time (35 hours per week) position is available starting April 29, 2024 to December 31, 2024. Regular hours of work are Monday to Friday, 8:30 am - 4:30 pm. Shift days and times may change depending on the Department's need. Occasional evening and/or weekend work may be required.

The position is located at the New Westminster campus; however, successful candidate must be available for occasional work at the Coquitlam campus.

What Douglas Offers
DO what you love. Be good at it. That's how Douglas College defines a great career. It's a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC's Top Employers. We love what we do. And we're looking for passionate, motivated people to join us in making one of Canada's best colleges even better.
The Role

The Administrative Associate, Humanities & Social Sciences contributes to the success of Douglas College and its community of learners by providing administrative support for the delivery of education services within the Faculty of Humanities & Social Sciences, while providing exceptional client-centered service to all stakeholder groups.

Responsibilities

• Facilitates Student success in Humanities & Social Sciences.

a.

Advises students of programs, program admission requirements and policies, application and registration deadlines, and application and registration information and processes.

b. Identifies and problem solves issues specific to Limited Enrolment programs, and refers students to applicable college departments as required.
c. Advises students on Limited Enrolment program content and course selection.
d. Advises students on registration issues regarding prerequisites, and inputs registration overrides as directed by department Chair/Coordinator or Dean.
e.

Communicates difficult information to applicants and students, and diffuses situations with students who are agitated or distressed, referring them to the department Chair/Coordinator, Dean, or Administrative Officer as needed.

f.

Refers students to other resources, such as, Registrar's Office, Academic Advising, Assessment Services, Student Services, Financial Aid, Learning Centre, as appropriate.

g. Sends notifications to Limited Enrolment program students regarding program information, deadlines, special events and job opportunities.
h. Sends job opportunities and special event information to Limited Enrolment program Alumni.

• Facilitates program success in Humanities & Social Sciences.

a. Provides administrative support to department chairs and coordinators for H&SS programs, Limited Enrolment programs, and courses.
b.

Monitors Limited Enrolment program waitlists and creates reports, which include, current applicant admission data and status from Banner, for the Coordinator to ensure full capacity each term.

c.

Assists with identifying potential issues related to Limited Enrolment Program student admission and success, and makes recommendations to Department Coordinator or Administrative Officer to improve and streamline processes.

d.

Assists Chairs and Coordinators with program advertising and promotion for Limited Enrolment programs which may include attending local career fairs and distributing program literature to provincial high schools, local libraries, and other local agencies.

e.

Updates program information on the College website and in program literature (brochures, information booklets, presentation slides, etc.) as directed by department Coordinator or Administrative Officer.

f.

With final approval from the Dean, determines Faculty evaluation candidates for each semester, prepares and distributes instructor evaluation packages, and tabulates evaluation results into reports.

g.

In collaboration with department Coordinators, assists with the logistics of meetings related to H&SS programs, which includes, maintaining accurate membership lists, scheduling meetings, room booking, prepares public agendas and minutes, catering, formatting and distributing letters of appreciation, when required, and interacting and communicating with external parties with professionalism and decorum.

h.

Assists with program accreditation procedures and program reviews, which involves preparing, collating, and submitting documents, ensuring adherence to accreditation deadlines.

i. Assists with department award ceremonies and college graduation ceremonies.

• Course Scheduling.

a.

Updates the online course schedule by processing Class Schedule Change forms, or sending email requests to the Scheduling Department, as requested by Chairs and Coordinators or the Dean.

b.

Distributes the documents, deadlines, and instructions for the course timetable of classes to departmental Chairs and Coordinators for processing within assigned College deadlines.

c.

Proofs the timetable submission to identify potential errors, and advises changes based on common scheduling practices to Chairs and Coordinators.

d.

Assigns courses to classroom pavilion rooms based on efficient use of space to ensure adherence to the college matrix and maximum classroom utilization, ensuring a high level of accuracy within a short turnaround time and constant interruptions.

May make suggestions to Deans on how to schedule some courses to maximize classroom utilization.
e. Represents the Faculty in College-wide classroom swap meetings to fill specialty room requests and unaccommodated course sections.
f.

Forwards the Final Exam Schedule to Chairs & Coordinators and tracks that submissions are received, and that assigned College deadlines are adhered to.

g.

Forwards course schedule proofs to Chairs & Coordinators and tracks that submissions are received, and that assigned College deadlines are adhered to.

h. Proofs the course schedule to ensure that one-off and specialty room requests have been assigned for classes.

• Provides administrative, procedural and logistical support for the Faculty and the Dean's Office.

a.

Prepares agendas, records minutes, and related correspondence for Faculty Education Council, Dean' Advisory Council, Faculty & Staff meetings, and other Faculty meetings, as directed.

b. Books college rooms and catering for a variety of activities as requested by Faculty and staff.
c. Coordinates the booking schedule for the H&SS meeting room, interview rooms, and exam rooms.
d. Contacts Facilities with requests for BSW support.
e. Provides procedural information to Faculty and staff regarding departmental and college-wide policies and standard practices
f. Keeps track of class cancellations and posts class cancellation notices,
g. Arranges, coordinates, and schedules meetings for the Dean with a variety of internal and external individuals and groups.
h. Orders and receives routine office supplies
i. Ensures the photocopier and mailrooms are adequately stocked and orderly.
j.

Ensures office equipment is functional, and trouble-shoots office equipment issues and requests service technicians when needed for photocopiers, printers, automatic staplers, paper-cutters, evaluation scanners, etc.

k. Supports Faculty and staff on use of office equipment and technical equipment, such as photocopiers, exam scanners, video-conference technology, IP phones and label makers
l. Updates office room signs and mailboxes as directed by the Administrative Officer.
m. Performs a variety of administrative functions in support of special projects as requested by the Dean or Administrative Officer.
n. Provides administrative support in accordance with established procedures during the absence of, or from the

direction of, the Administrative Officer including, preparation of faculty contracts, processing office key requests, inputting faculty workload data, and new employee orientations.

o. Provides input for the development of, or revision of, Standard Operating Procedures and service standards.
p. Contacts CEIT Help Desk with requests for support with technology.

• Produces a variety of documents and correspondence for internal and external distribution.

a.

Produces professional communications in the form of letters, emails, spreadsheets, forms, agendas, and meeting minutes using Microsoft Office products (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.

b. Completes and processes various forms and distributes through the appropriate channels ensuring accuracy, completeness, and promptness
c. Formats, produces, and distributes letters (e.g. academic integrity, student recognition, award, etc.) to students, or other parties, on behalf of the Dean.
d. Forwards or composes email correspondence to Faculty, staff, and students.
e.

Assists with producing documents, such as, budget requests, education plans, and contracts as required by the Dean or Administrative Officer.

f. Assists with the preparation or updating of Faculty information lists, as required by the Administrative Officer
g. Assists with the production of accreditation documents and program review submissions, ensuring adherence to deadlines
h. Prepares Course Enrolment Reports from Banner and distributes to Dean, Chairs and Coordinators, and Administrative Officers
i.

Maintains a variety of files and records according to the Douglas College Records Retention Schedule, purging as necessary, and ensuring security and confidentiality as per the Freedom of Information and Protection of Privacy Act.

j. Updates H&SS internet web pages and intranet pages as directed by the Dean or Administrative Officer.
k. Sends emails to targeted groups of students using Microsoft Outlook or Blackboard, as directed.
l. Searches for data within Banner and extracts information into reports

• Provides reception for the Faculty of Humanities & Social Sciences

a


Telephone Calls:
Receives telephone calls on behalf of the Faculty and determines and executes appropriate actions and makes appropriate referrals.
b


Visitors:
Greets all visitors to the Faculty and determines appropriate actions, such as providing information or making appropriate referrals.
c


Faculty and students:
Provides assistance, which may include program and procedural information to faculty and students.
d


Mail:
Receives, opens, prioritizes, and sorts all incoming mail
e


Representation:
Establishes and maintains professional and effective working relationships with staff, faculty, administrators, and external contacts.
f


Documents:
Receives all incoming forms and documents, and determines and executes appropriate actions.

• Performs other duties

a. Performs a variety of duties in support of special projects assigned by the Dean.
To Be Successful in this Role You Will Need

• Demonstrated English language skills together with effective oral and written communication skills.
• Completion of a one year Office Administration program at a recognized post-secondary institution with a minimum of two years' related work experience. An equivalent combination of education and experience will be considered.

Demonstrated ability to:
o exercise initiative within a team and promote a positive work environment
o communicate courteously and effectively in writing, in person or on the telephone with staff, faculty, administrators and students, as well as maintain a good working relationship with others
o function effectively in an environment where professionalism, confidentiality and sensitivity are of primary importance
o work independently under minimum supervision to meet deadlines and to establish priorities
o prepare agendas and minutes, as well as compose correspondence and reports with an emphasis on grammar, punctuation and writing skills
o apply and work within relevant policies and procedures
o keyboard accurately at 50 wpm
o use MS Word, Excel, and PowerPoint at an advanced level including database creation and management, electronic mail, internet and web applications

• Good working knowledge of modern office practices and procedures; demonstrated organizational skills with a proven ability to coordinate information.
• Experience with Banner, Qualtrics, and Adobe would be beneficial in this role.

Link to Full Position Profile Equity Statement
Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment.

In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.

Needs a Criminal Records Check No

Posting Detail Information

Open Date 04/11/2024 Close Date 04/17/2024 Open Until Filled No Special Instructions to Applicant
Interested applicants must submit their application and all required documents online on the Douglas College Career Site
. Qualified internal applicants shall be given first consideration in filling the position.

All internal applications must be received by April 17, 2024. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying.

All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

Quick Link for Direct Access to Posting