Administrative, Assistant - Coquitlam, BC, Canada - Douglas College

Description

Administrative Assistant, Health Sciences Simulation Centre
Interested applicants must submit their application and all required documents online on the Douglas College Career Site . Position Title Administrative Assistant, Health Sciences Simulation Centre
20 per hour (with wage increments to a max of $30.23 per hour). Position Type Support Staff - Temporary
Regular/Temporary
Regular/Temporary Temporary
Employment Type Part-Time
Shift
Shift between the hours of 8:00am and 4:00pm
This temporary part-time (17.Shift days and times may change depending on the Department's need. however, successful candidate must be available for occasional work at the New Westminster campus. It's a philosophy that resonates through our classrooms, our offices and our boardrooms.

This role provides administrative, procedural, logistical and technical support to the Health Sciences Simulation Centre and the Faculty of Health Sciences; This position reports to the Manager, Experiential Learning Operations, Health Sciences.

Provides services and support to staff, faculty, students, administrators and external stakeholders on behalf of the Health Sciences Simulation Centre.

provides information and resolves questions from visitors, students, faculty, staff and other internal or external visitors to the Health Sciences Simulation Centre by advising on booking processes for lab/sim/practice rooms, equipment inventory, rental procedures, submission deadlines, and resolving other concerns related to the Communication Labs and Mediasite;
manages complaints from students and faculty related to booking conflicts or equipment set-up;
collaborates with program coordinators to obtain up-to-date information on Health Sciences programs, such as number and list of students, faculty teaching lab, semester schedules, new technology, changes in programming to ensure that the Sim Centre has sufficient and appropriate equipment to handle the scheduled courses and that there are no conflicts in the bookings;

Supports students and faculty members in the use and set-up of Simulation Centre equipment, and oversees lab scheduling for the Sim Centre ensuring smooth course delivery and uninterrupted student learning experiences.

provides support to faculty for Mediasite use, including creating links for student recordings in the labs and live streaming options in the classrooms; as well as troubleshooting for faculty online and in the communication labs when the equipment is malfunctioning or the faculty member is unable to navigate through the program;
provides in person, email or phone support and responds to student requests for the Open Practice rooms, including scheduling student requests in the calendar and responding to student request regarding Open Practice room process and requirements;
books labs and simulation rooms in the Health Sciences Simulation Centre as required, while ensuring lab space meets each faculty's requests as well as course requirements and schedule;
develops and coordinates Simulation Centre bookings and scheduling, consulting as necessary with other members of the Simulation Centre team, Health Sciences program assistants, program coordinators, lab faculty and administrators as needed, to ensure all programs have access to lab space and no bookings conflict or overlap rooms;
maintains the Simulation Centre schedule (Labs, Sims, Open Practice) using specialized software;
assists with logistical duties including arranging room bookings and set-up for Health Sciences Simulation Centre activities;

assesses the urgency of competing issues and makes informed decision that maintains the service and effective operations of the office.

Provides administrative support, data analysis and content development to the Health Sciences Simulation Centre.
prepares, formats and produces a variety of documents and correspondence for internal and/or external distribution, ensuring accuracy and completeness (e.g. request for lab or sim booking, open practice booking, request for equipment loan, receipt of lab requisitions);
develops and distributes the Health Sciences Simulation Centre yearly newsletter and Open House correspondence, and develops signage instructions around the Sim Centre;

updates content on the Health Sciences Simulation Centre website, weekly, or as otherwise required when information changes (e.g., deadlines, closures, open practice forms for students, updated information on our services and any resources provided on the website); the website can be accessed by anyone, including students, faculty, staff, other internal stakeholders, external stakeholders, etc.

compiles and analyzes data, information, statistics, and other relevant material for reports using excel or other data entry and analysis programs (e.g., supports the evaluation process for the Health Sciences Simulation Centre every two years through the distribution, retrieval and processing of data, including reviewing surveys prior to distribution, collecting information through surveys, questionnaires, interviews and focus groups, inputting information into excel or other data analysis program and producing reports;
establishes and maintains an effective filing system for the Health Sciences Simulation Centre; performs a variety of administrative functions in support of special projects as requested by the Manager, Experiential Learning Operations, the Dean of Health Sciences, the Associate Dean of Health Sciences, or the Director of Nursing;
Provides logistical and technical support to the Health Sciences Simulation Centre; coordinates with Facilities for any services/support required for the Health Sciences Simulation Centre (e.g., inventory delivery, room bookings, rooms dividers, heavy equipment moving);
identifies areas of concern and coordinates with CEIT for technological support for Mediasite, Communication Labs and Simulation Rooms (replacement of equipment not working, tech support for all computers and laptops in the Sim Centre) to ensure reliable operations of sim centre equipment;
liaises with the Bookstore to arrange order pickups for nursing kits and other supplies as required by the Sim Centre, ensuring that Health Sciences programs each have timely, sufficient and accurate equipment and tools for student learning;
orders and receives a stock of standard office supplies for use by the Health Sciences Simulation Centre;
oversees the Health Sciences Simulation Centre inventory management using specialized software to ensure all supplies and equipment are kept up to date and logged as purchased, and ensures supplies are ordered on time;
maintains Health Sciences Simulation Centre information materials through a variety of sources (digital and print).
Recommends, develops and updates Health Sciences Simulation Centre procedures and processes.
reviews, revises, updates, and produces computer documents, i.e., identifies, recommends, develops, and participates in the implementation of strategies to improve efficiency and effectiveness of the Health Sciences Simulation Centre operations (e.g., using their knowledge and experience to identify issues in the Sim Centre that could be changed or enhanced to improve efficiencies, developing a proposal for these suggestions and working with the Manager, Experiential Learning Operations on how to implement these changes to improve the Sim Centre);
creates and updates internal procedures for staff and faculty, as well as participates in the development of Standard Operating Procedures for the Health Sciences Simulation Centre processes, in consultation with the Manager, Experiential Learning Operations;
provides input into the Health Sciences Simulation Centre's Strategic Plan in consultation with the Manager, Experiential Learning Operations.
Assists with organizing and planning of Health Sciences Simulation Centre events.
assists with the scheduling and planning of Health Sciences Simulation Centre Tours for external stakeholders, including high school groups and other organizations, approximately six times year (e.g. corresponding with the stakeholder on dates, times, number of students and specific tour requests, confirming the tours and following up after the tour to ensure I met their needs);
assists with the Health Sciences Simulation Centre's yearly Open House, including sending email correspondence to faculty, staff, administrators and external stakeholders, ensuring all rooms that will be utilized for the Open House are booked and ready on the day of and working with the Sim Techs to ensure all rooms are in order and contain all required equipment and supplies for the Open House;
assists with the preparation of Healthcare Simulation Week once per year, including submitting supply orders and sending out email correspondence regarding the events;
assists with the scheduling of Health Sciences Simulation Centre cleaning with the Facilities department three times per year.
provides back-up support for other clerical positions in the Faculty of Health Sciences.

Completion of a one-year program in office administration or a related field at a recognized post-secondary institution, with a minimum of three years of related work experience; or an equivalent combination of education, training, and experience.

• Expertise in modern office practices and software applications: Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams, Publisher), Adobe, Mediasite, Sharepoint, inventory management software, scheduling software, electronic mail and Internet applications; as well as the ability to adapt to technology and acquire knowledge/skills to utilize new software.
• Ability to operate standard office equipment such as photocopiers, faxes and calculators in essential.
• Knowledge and comprehension of clinical/medical terminology and lab processes is essential.
• Good working knowledge of scheduling practices and data entry related tasks, with high attention to detail and high data entry accuracy level;
• Good working knowledge of modern office practices and procedures including standard business formats of letters, memoranda, reports, general office correspondence; and proven ability to coordinate paper flow and organize/systemize office processes;
• Strong English language skills together with demonstrated written communication skills, and the ability to communicate courteously and effectively in person, in writing and over the telephone with staff, faculty, administrators, students and the public including representatives from other post-secondary institutions and Health Authorities.
• Excellent proofreading skills and superior attention to detail;
• 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.

Interested applicants must submit their application and all required documents online on the Douglas College Career Site . Required fields are indicated with an asterisk (*).

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