Office Manager, Commerce and Business Administration - New Westminster, Canada - Douglas College

Description

Position Details

Position Information

Position Title Office Manager, Commerce and Business Administration Posting Number 02088SA Location New Westminster/Coquitlam Campus Grade or Pay Level A - Pay Band 4

Salary Range Min:
$55,377,

Control Point:
$73,836, Max: $77,528. Placement within a salary band is typically up to the Control Point based on a review of skills, experience and internal equity. The College may place over Control Point in limited circumstances. Position Type Administration - Regular Posting Type Internal/External Regular/Temporary Regular Employment Type Full-Time Posting Category Administration Start Date 03/04/2024 End Date Day of the Week Mondays to Fridays Shift 8:30 am - 4:30 pm Work Arrangements
The start date for this regular, full-time position is negotiable. Regular hours of work are 8:30 am to 4:30 pm, Monday to Friday. Travel between Douglas College's campuses will be required.
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 Office Manager contributes to the success of Douglas College by planning, organizing and managing administrative services and work processes within the department administrative office.

Employing administrative best practices, the Office Manager maintains an efficient and well-coordinated administrative infrastructure and provides administrative and confidential support to the Dean, Associate Dean and Department.

The incumbent exercises considerable independence, discretion, judgment, and initiative in engaging with both the internal College and external community.

Reporting to the Dean, Commerce and Business Administration, the Office Manager provides exceptional client-centred service on a consistent basis to all stakeholder groups.

Responsibilities

The Office Manager is accountable for the following:

I. People

• Provides leadership and direction to support staff.
• Responsible for the supervision of support staff, including the coordination of support staff activities, orientation, coaching and guidance of staff, evaluation of work quality, performance management and, where necessary, the discipline process.
• Assesses staffing requirements and makes recommendations for new positions, modification of existing positions and changes to the staff complement.
• Leads the recruitment and selection process for support staff, including hiring, orienting, and identifying and organizing support staff professional development.
• Ensures policies and collective agreements are adhered to and serves as a resource for matters relating to policy, procedures, and governance.
• Fosters an engaging and civil workplace environment and represents the Commerce and Business Administrative Department and the College appropriately to the internal College community and outside agencies and officials.

II. Administration and Reporting

• Assesses and improves administrative procedures to enhance efficiency and cost-effectiveness, promoting a culture of continuous improvement.
• Researches, prepares, and distributes a variety of documents and materials, including those of a complex and/or highly sensitive nature. Documents include contracts, reports, proposals and other information for strategic planning and decision-making. This also includes budget submissions of staff modeling, contingency planning, minutes of confidential meetings, performance evaluations, and makes recommendations as appropriate.
• Coordinates the dissemination and documentation of changes in processes and/or reviews of financial, human resources, and health and safety initiatives, policies and procedures.
• Establishes and maintains efficient systems for records and information management. Ensures privacy and security of records and information.
• Provides confidential administrative support to the Dean and Associate Dean as necessary. Represents management in the BCGEU grievance process and provides input for collective bargaining.
• Liaises with internal departments such as Senior Management, Human Resources, Purchasing, Payroll, Finance, Student Affairs and Services, Future Students Office, Douglas International, Facilities and Ancillary Services, Safety, Security, and Risk Management, Douglas College Student Union, Careers Services, and Faculties, as required, to work towards common goals and develop processes and plans to support the activities of the Department. Makes recommendations to the Department Management.
• Triages complex and sensitive issues.
• Assesses the urgency of competing issues and makes informed decision that maintains the balance with schedules of office staff.
  III . Committees, Projects and Program Support
• Coordinates and leads special projects and initiatives, as assigned by the Dean, including reviews of administrative and work processes.
• Prepares, coordinates and distributes committee (internal and external) documents for review and approvals. Provides guidance and direction to committee members, which may include students and faculties.
• Coordinates and/or oversees events within Commerce and Business Administration.
• Maintains an accurate understanding of relevant College policies in order to advise and make referrals, including students, staff, and faculty as appropriate.
  IV. Contractor Relations
• Responds to contractor enquiries and facilitates resolution of administrative issues.
• Establishes efficient systems for tracking performance and addressing issues and anomalies.
  V. Purchasing Resources
• Prepares purchase requisitions and specifications and ensures authorization is attained, as necessary, to facilitate the timely purchase of services and supplies.
• Reviews purchase quotations.
• Maintains supplier and vendor files.
• Addresses defective or unacceptable new goods or services with users, vendors and others to determine cause of problem and take corrective and preventative action.
• Maintains vendor relationships and liaise with the purchasing department, as needed.
• Supervises smaller purchase requisition process.
  VI. Financial Resources
• Identifies resource levels required for administrative activities associated with new project development in consultation with the Dean.
• Manages the day to day spending for the Department. Acts as the primary contact for Finance to ensure that accounting methodology, policies and procedures are well understood across the Department and that procedures are followed for all financial transactions.
• Supports the coordination of operational and budget planning. To Be Successful in this Role You Will Need
• A Bachelor's Degree in a related area, plus a minimum of three (3) years' directly related experience in an educational/post-secondary education sector setting; or an equivalent combination of education and experience.
• Proven project management skills including dealing with conflicting priorities, needs and deadlines.
• Experience in employee recruitment, selection and performance management.
• Highly developed interpersonal, communication and team-building skills.
• Proven supervisory experience including budget management, employee supervision, employee development and process control.
• Demonstrated ability to lead a team in a very fast paced, complex and changing work environment.
• Able to accept responsibility, exercise initiative and deal with people effectively.
• General knowledge of systems used in planning, organizing and establishing workflow schedules.
• Demonstrated experience in establishing and maintaining effective working relationships with employees at all levels of the organization.
• Skilled in the use of computer software applications, such as MS Office, and proven keyboarding skills at an intermediate to advanced level. Experience working with Banner is an asset.
• Supervision experience in a unionized environment is an asset.
• Sound judgment and professionalism, demonstrated ability to act tactfully, diplomatically, and with discretion in all contexts, internally and externally.
• Excellent command of the English language, both written and oral.

Your skill set includes a strong administration/management background, team building, and excellent interpersonal and communications skills.
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 01/08/2024 Close Date Open Until Filled Yes 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 January 15, 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.

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