Faculty Administrative Assistant

Job title: Faculty Administrative Assistant

Job description: Position Details

Position Information

Position Title Faculty Administrative Assistant
Posting Number 02083SA
Location Coquitlam Campus
Grade or Pay Level S – Pay Level 10
Salary Range $27.20/hr (with increments of up to max $30.23/hr
Position Type Support Staff – Regular
Posting Type Internal/External
Regular/Temporary Regular
Employment Type Part-Time
Posting Category Staff
Start Date 01/15/2024
End Date
Day of the Week Mondays to Fridays
Shift 11:00am to 4:30pm
Work Arrangements

This regular part-time (25.00 hours per week) position is available starting January 15 2024. Regular hours of work are Mondays to Fridays, 11:00 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. This in-person position is located at the Coquitlam campus; however, successful candidate must be available for occasional work at the New Westminster. Douglas College (DC) is committed to supporting a healthy work/life balance for employees.
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 Faculty Administrative Assistant contributes to the success of Douglas College and its community of learners by providing a variety of administrative, logistical, and technical support in the Faculty of Applied Community Studies while providing exceptional client-centered service on a consistent basis to all stakeholder groups, internal and external, as well as administrative support for the Deans and Office Manager.
Responsibilities

1. Provides administrative, procedural and logistical support for the Dean, Faculty and committees
a. Formats and produces memos, letters, reports, diagrams, forms, minutes, etc. from drafts or notes;
b. Establishes and maintains effective working relationships with staff, faculty, administrators and external contacts;
c. Organizes various Faculty meetings; prepares agendas, records and produces minutes and related correspondence and distributes in a timely manner;
d. Organizes and maintains electronic and manual files for the Faculty, purges and ensures security of information;
e. Maintains an adequate stock of standard office supplies and upkeep of photocopy rooms.
f. Assists with logistical duties including arranging room bookings and catering for a variety of departmental activities;
g. Organizes meetings and activities on behalf of the Deans and Faculty, and attends as required;
h. Assists in compiling information and/or statistics for reports or other material including the distribution of material;
i. Prepares and produces a variety of routine Enrolment Services and Human Resources documents and forms and processes through appropriate channels ensuring the tracking of paperwork and processing to ensure timely completion;
j. Identifies, recommends, develops and participates in the implementation of strategies to improve efficiency and effectiveness of office operations for new and existing programs;
k. creates and updates internal procedures for staff and faculty, as well as participates in the development of Standard Operating Procedures for Department and Faculty processes, in consultation with the Administrative Officer;
l. Assists in moves, as instructed, to accommodate logistic needs and space planning. Assists in dealing with issues and problems in the process of moving on semester basis and any other administrative duties related to office location, including signage, key request, charts, phone lists;
m. Manages a high volume of email requests and correspondence.
2. Provides student and faculty member support in FACS
a. Receives, opens, prioritizes and sorts all incoming mail, noting action required;
b. Handles all telephone calls, answering questions, providing information, making referrals and taking messages;
c. Greets and provides information to visitors, determines appropriate actions and makes appropriate referrals;
d. Provides program and procedural information and assistance to students;
e. Provides general information regarding FACS programs and events and other College services;
f. Diffuses situations with students who are agitated and distressed, referring to the Deans, as needed;
g. Assists with the new hire selection process including communication with candidates, preparation of schedules and packages for selection committees;
h. Maintains currency of FACS information through a variety of sources (digital and print) and updates the Faculty internet and intranet websites;
i. Responds to requests for information and other inquiries on behalf of the Dean including communicating with Faculty personnel to obtain information;
j. Coordinates logistics for events, books rooms, catering, and interpreters for a variety of activities;
k. Works with PD Chair regarding PD funds application/approval processes, tracks paperwork, advises according to procedures, ensures the Deans’ signatures are on all correspondence, and forward forms to Finance for further processing.
3. Course Scheduling/Timetabling
a. Coordinates assignment of courses to classroom pavilions based on efficient use of space, ensuring adherence to the College matrix and timelines, and resolves scheduling conflicts with Program Coordinators;
b. Represents the Faculty in College-wide classroom swap meetings to accommodate specialty room requests and TBA courses;
c. Reviews Class Schedule Change forms received by the faculty and coordinators, ensuring accuracy, before submitting to Records Department;
d. Analyzes timetable submissions and Course Schedule Reports thoroughly with high attention to detail.
4. Produces a variety of documents and correspondence for internal and/or external distribution
a. Creates, formats and produces letters, forms charts and spreadsheets; proofreads, edits, formats documents, and booklets (e.g., Onboarding Guide for New Employees);
b. Administers and coordinates the operations of Faculty meetings, i.e., Faculty Education Council (FEC), Coordinators, Program Advisory Committee (PAC), FACS Forums, as well as meetings with other stakeholder groups (i.e., Deans and Directors Committees), by maintaining current membership lists, distributing meeting schedules and agendas, and other related correspondence, such as invitations and thank you letters, and producing public minutes in a timely manner;
c. Compiles data, information, statistics, and other relevant material for reports for external and internal purposes;
d. Produces professional correspondence by email or letter to internal and external stakeholders, ensuring accuracy and completeness;
e. Maintains a variety of paper and electronic records; purging and archiving as necessary, and ensuring confidential materials are secured, as per the Freedom of Information and Protection of Privacy Act, and the Douglas College Records Information Management system;
f. Coordinates with Office Manager in maintaining a confidential record of regular probationary and contract faculty evaluations, including tracking all component documents in the evaluation spreadsheet;
g. Ensures accuracy while typing student evaluations and producing evaluation reports through Scantron system;
h. Provides college website, SharePoint and DC Connect support;
i. Handles sensitive and confidential materials, and is authorized to process requests for keys, expense claims, cheque requisitions, etc.
5. Performs other related duties
a. Provides back-up support for other clerical positions in the Faculty of Applied Community Studies;
b. Attends Faculty-wide meetings;
c. Maintains an adequate stock of paper and other supplies; performs a variety of administrative functions in support of special projects assigned by the Deans or Officer Manager;
d. Provides administrative support in accordance with established procedures during the absence of, and with direction from, the Office Manager, including preparation of faculty contracts, service agreements, inputting faculty workload data and new employee orientations.
To Be Successful in this Role You Will Need

REQUIRED KNOWLEDGE, ABILITIES AND SKILLS:
1. Completion of a two year related program at a recognized post-secondary institution with a specialization in Office Administration with a minimum of two years related work experience or equivalent combination of education and experience.
2. Excellent interpersonal and communication skills including written and verbal fluency in the English language.
3. Good working knowledge of the applicable College policies and procedures including office practices and procedures, including maintaining confidentiality.
4. Demonstrated ability to communicate professionally, respectfully 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 other employees.
5. Demonstrated proficiency in keyboarding and computer operations; proficiency using Microsoft Office software packages including Microsoft Word with advanced word processing skills, advanced Outlook email and calendar functions; perform and maintain database functions (i.e., MS Excel, Banner); intermediate MS Excel, Adobe Acrobat Professional and internet applications; familiarity with website maintenance (i.e., Sitecore) and Intranet platform support (i.e., SharePoint).
6. Demonstrated ability to prepare agendas and minutes, as well as compose confidential correspondence and reports with correct grammar, punctuation and strong, concise writing skills.
7. Work independently under minimum supervision to achieve assigned projects within deadlines; independently establish priorities for work assigned.
8. Attention to detail, i.e., proficiency in proofreading documents for consistency in formatting, grammar, spelling.
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 01/03/2024
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 10, 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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