Administrative Associate, Commerce and Business Administration

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Day of the Week Mondays to Fridays

Shift 08:00 am - 4:00 pm

Work Arrangements

This temporary, full-time (35 hours/week) position is available starting July 11, 2022. Regular hours of work are Monday-Friday, 08:00am – 4:00pm. 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 (main campus/Anvil) 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

Administrative Associate provides administrative support to the Dean and Faculty of Commerce and Business Administration by assisting with a variety of receptionist, clerical and administrative duties. Provides exceptional client-centred service on a consistent basis to all stakeholder groups.

Responsibilities

• Facilitates Student success in Faculty of Commerce and Business Administration.
• Advises students of CBA programs, program admission requirements and policies, application and registration deadlines, and application and registration information and processes as needed.
• Identifies and problem solves issues specific to CBA Limited Enrolment programs, and refers students to applicable college departments as required.
• Advises students on CBA Limited Enrolment program content and course selection.
• Advises students on registration issues regarding prerequisites, and inputs registration overrides as directed by department Chair/Coordinator or Dean.
• 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, Administrative Officer or other department as needed.
• Refers students to other resources, such as, Registrar’s Office, Academic Advising, Assessment Services, Student Services, Financial Aid, Learning Centre, as appropriate.
• Sends notifications to Limited Enrolment program students regarding program information, deadlines, special events, and job postings.
• Sends job postings opportunities to Limited Enrolment program Alumni, along with other CBA special event information.
• Exam Validation Report by semester to make sure final exams are scheduled as instructed.
• Facilitates program success in Commerce and Business Administration.
• Monitors CBA Limited Enrolment program waitlists and assists with Open Enrollment Program course waitlists monitoring, creates reports, which include, current applicant admission data and status from Banner, for the Coordinator and Associate Dean to ensure full capacity each term.
• Assists with identifying potential issues related to Open Enrolment Program and Limited Enrolment Program student admission and success, and makes recommendations to Department Coordinator or Administrative Officer to improve and streamline processes.
• Assists Chairs and Coordinators with program advertising and promotion for Open Enrolment Program and Limited Enrolment programs by attending local career fairs; creating and distributing program literature (brochures, letters) to local community and local agencies.
• 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.
• Orders name tags and door plates for CBA faculty members, new hires and students in practicum courses.
• With final approval from the Dean, determines Faculty evaluation candidates for each semester, prepares and distributes instructor evaluation packages, coordinates and goes to classes to conduct student surveys and collect feedback and tabulates evaluation results into reports. Gathers all results distribute packages to faculty members to be evaluated, collects their self-evaluation reports, schedule appointments for the Dean or Associate Dean to meet with probationary faculty members each semester.
• In collaboration with department Coordinators, assists with the logistics of Professional Advisory Committees ( PAC ), which includes, maintaining accurate membership lists, scheduling meetings, room booking, preparing public agendas and minutes, catering, formatting and distributing letters of appreciation, when required, and interacting and communicating with external PAC members with professionalism and decorum.
• Assists with program accreditation procedures and program reviews, which involves preparing, collating, and submitting documents, ensuring adherence to accreditation deadlines.
• Assists with CBA college graduation ceremonies, various conferences and Accreditation Official site visits.
• Course Scheduling:
• 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.
• Distributes the documents, deadlines, and instructions for the course timetable of classes to departmental Chairs and Coordinators for processing within assigned College deadlines.
• Proofs the timetable submission to identify potential errors, and advises changes based on common scheduling practices to Chairs and Coordinators.
• 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 Chairs on how to schedule some courses to maximize classroom utilization.
• Represents the Faculty in College-wide classroom swap meetings to fill specialty room requests and unaccommodated course sections.
• Forwards the Final Exam Schedule to Chairs & Coordinators and tracks that submissions are received, and that assigned College deadlines are adhered to.
• Forwards course schedule proofs to Chairs & Coordinators and tracks that submissions are received, and that assigned College deadlines are adhered to.
• Proofs the course schedule to ensure specialty room requests have been assigned for classes.
• Adds multiple time-sensitive demand sections as instructed, coordinates additions with Reg’s Office, emails students on waitlists, monitors course enrolments, makes sure instructors are assigned per the Associate Dean’s instruction, and issues contracts accordingly as directed based on course schedule changes.
• Administrative support to maintain specialty Continuing Education courses for Limited Enrollment programs.
• Provides administrative, procedural and logistical support for the Faculty and the Dean’s Office.
• Prepares agendas, records minutes, and related correspondence for Faculty Education Council, Dean’ Advisory Council, Faculty & Staff meetings, and other Faculty meetings, as directed.
• Books college rooms and catering for a variety of activities as requested by Faculty and staff.
• Coordinates the CBA Faculty Resource Room booking schedule.
• Contacts Facilities with requests for BSW and help desk technical support.
• Provides procedural information to Faculty and staff regarding departmental and college-wide policies and standard practices.
• Keeps track of CBA class cancellations and posts class cancellation notices, makes in-class announcements for sudden class cancellations, emails students in class if instructor has no access to email to cancel a class.
• Arranges, coordinates, and schedules meetings for the Dean with a variety of internal and external individuals and groups.
• Orders and receives routine office supplies, special hardware requests and hardware inventory management for the faculty.
• Ensures the photocopier and mailrooms are adequately stocked and orderly.
• Ensures office equipment is functional, and trouble-shoots office equipment issues and requests service technicians when needed Supports Faculty and staff on use of office equipment and technical equipment.
• Updates office room signs and mailboxes.
• Performs a variety of administrative functions in support of special projects as requested by the Dean or Administrative Officer. For instance, CBA new employee orientation, info sessions, academic integrity workshop support, faculty-wide meetings, career fairs, student presentations, field trips.
• Provides administrative support in accordance with established procedures during the absence of, or from the direction of, the Administrative Officer including, processing office key requests, inputting faculty workload data, and new employee orientations.
• Provides input for the development of, or revision of, Standard Operating Procedures and service standards.
• Coordinates faculty members moves to accommodate logistic needs and space planning, determines faculty office allocation as instructed by the Associate Dean, deals with issues and problems in the process of moving on semester basis and any other administrative duties related to faculty office allocation.
• Works with PD Chair regarding PD funds application/approval processes, tracks paperwork, notifies faculty members about their fund status, advises according to procedures, ensures the Dean’s signatures are on all correspondence and deliveries forms to Finance for further processing.
• Maintains the Professional Development database and corresponds with the PD Committee Chair and faculty for PD enquiries. Transfers monies into the PD database, balances accounts as well as informs faculty of the updated balances and inquiries regarding transactions.
• Manages CBA petty cash box for Marketing department including applying fund through Finance, collecting receipts from students, bookkeeping for faculty member, performing reconciliation, replenishing the petty cash box.
• Produces a variety of documents and correspondence for internal and external distribution.
• Produces professional communications in the form of letters, emails, spreadsheets, forms, agendas, and meeting minutes. Completes and processes various forms and distributes through the appropriate channels ensuring accuracy, completeness, and promptness.
• Formats, produces, and distributes letters (e.g. academic integrity, student recognition, award, etc.) to students, or other parties, on behalf of the Dean.
• Forwards or composes email correspondence to Faculty, staff, and students.
• Assists with producing documents, such as, budget requests, education plans, and contracts as required by the Dean or Administrative Officer.
• Assists with the preparation or updating of Faculty information lists, group email list, employee Access Database, as required by the Administrative Officer.
• Assists with the production of accreditation documents and program review submissions, ensuring adherence to deadlines.
• Prepares Course Enrolment Reports, course schedule reports, unduplicated head count reports, class list, from Banner and distributes to Dean, Chairs and Coordinators, and Administrative Officers.
• 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.
• Updates CBA internet web pages and intranet pages as directed by the Dean, Chairs and Administrative Officers.
• Sends emails to targeted groups of students.
• Searches for data within Banner and extracts information into reports.
• Creates and distributes faculty booklet for new CBA new employees.
• Provides reception for the Faculty of Commerce and Business Administration.
• Telephone Calls: Receives telephone calls on behalf of the Faculty and determines and executes appropriate actions and makes appropriate referrals.
• Visitors: Greets all visitors to the Faculty and determines appropriate actions, such as providing information or making appropriate referrals.
• Faculty and students: Provides assistance, which may include program and procedural information to faculty and students.
• Mail: Receives, opens, prioritizes, and sorts all incoming mail.
• Representation: Establishes and maintains professional and effective working relationships with staff, faculty, administrators, and external contacts.
• Documents: Receives all incoming forms and documents, and determines and executes appropriate actions.
• Coordinates and organizes interviews, including booking rooms, scheduling interviews with selection committees, sending corresponding emails to candidates, collecting the official reference permission forms and transcripts, creating individual folder for each candidate and maintaining records on candidates.
• Provides administrative, procedural and logistical support for the Faculty.
• Tracks course outlines: email faculty members to request course outlines, create spreadsheet for tracking, and validate course outlines against curriculum guidelines through appropriate approval processes.
• Processes a variety of documents and forms through appropriate channels ensuring accuracy and completeness and tracks paperwork to ensure timely completion.
• Creates presentation materials from written draft or verbal direction for faculty and the Dean.
• Creates invitation letters for Foreign Consulate in order to apply for Douglas College faculty member visas. Creates cheque requisition for extra allowance for faculty members who teach overseas. Creates letters to invite faculty members from partner institutions to come to Douglas College to study. Procures supplies for the visiting scholar. Arranges for the balance of funds to be reimbursed to the visiting scholars upon their departure.
• Performs other related duties.
• Performs record searches using library, internet and /or internal sources such as listings of web sites applicable to post-secondary education and performs a variety of duties in support of special projects assigned by the Dean.
  

To Be Successful in this Role You Will Need

• Completion of a one year Office Administration program at a recognized post-secondary institution with a minimum of three years’ related work experience. An equivalent combination of education and experience will be considered.
• Strong written and verbal communication in the English Language.
• Demonstrated ability to:
• exercise initiative within a team and promote a positive work environment.
• communicate courteously and effectively in writing, in person and on the telephone with staff, faculty, administrators and students, as well as maintain a positive working relationship with others.
• function effectively in an environment where professionalism, confidentiality and sensitivity are of primary importance.
• work independently under minimum supervision to meet deadlines and to establish priorities.
• prepare agendas and minutes, as well as compose correspondence and reports with an emphasis on grammar, punctuation and writing skills.
• apply and work within relevant policies and procedures.
• keyboard accurately at 50 wpm.
• use MS Word, Excel, Access and PowerPoint at the advanced level, including ability to create and manage database, and use electronic mail, internet and web applications.
• Proven experience with modern office practices and procedures with ability to coordinate information.
  

Link to Full Position Profile

Diversity 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.

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