Position Information
Position Title Administrative Assistant, Health Sciences Simulation CentrePosting Number 02172SA Location Coquitlam Campus Grade or Pay Level S - Pay Level 10 Salary Range $27.20 per hour (with wage increments to a max of $30.23 per hour). Salary and wage increments are in accordance to the Collective Agreement. Position Type Support Staff - Temporary Posting Type Internal/External Regular/Temporary Temporary Employment Type Part-Time Posting Category Staff Start Date 04/29/2024 End Date 04/25/2025 Day of the Week Mondays, Tuesdays, Wednesdays, Thursdays, Other - Based on operational need and to be determined., Fridays Shift between the hours of 8:00am and 4:00pm Work Arrangements
This temporary part-time (17.5 hours per week) position is available starting April 29, 2024. Regular hours of work are Monday (6 hours), Wednesday (6 hours), and Friday (5.5 hours) between the hours of 8am – 4pm. Shift days and times may change depending on the Department's need. The position is located at the Coquitlam campus; however, successful candidate must be available for occasional work at the New Westminster campus. 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
This role provides administrative, procedural, logistical and technical support to the Health Sciences Simulation Centre and the Faculty of Health Sciences; and delivers exceptional client-centred service to all stakeholder groups. This position reports to the Manager, Experiential Learning Operations, Health Sciences.
Responsibilities
1. Provides services and support to staff, faculty, students, administrators and external stakeholders on behalf of the Health Sciences Simulation Centre.
a. 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;
b. manages complaints from students and faculty related to booking conflicts or equipment set-up;
c. triages complex and sensitive issues;
d. greets and directs external vendors (e.g., Hillrom, Laerdal, CAE, Stevens, etc.) who are at the Sim Centre to fix or install existing or new equipment;
e. 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;
f. develops and maintains relationships with other areas of the College and external contacts, and manages their booking requests of the sim centre for rentals and other use, equipment requests, and more;
g. establishes and maintains effective collaborative working relationships with staff, faculty, students, and administrators by providing timely and effective solutions to a wide range of requests, questions and concerns.
2. 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.
a. 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;
b. 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;
c. 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;
d. ensures accurate timing between scheduling to avoid course overlap and provide sufficient time for the take down and set-up of equipment and supplies for the following class;
e. 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;
f. maintains the Simulation Centre schedule (Labs, Sims, Open Practice) using specialized software;
g. assists with logistical duties including arranging room bookings and set-up for Health Sciences Simulation Centre activities;
h. provides program and procedural information and assistance to faculty and students, including directions to rooms and Sim Centre hours, instructions for submitting open practice requests for students and requisitions for faculty, equipment rental for students, available equipment in the Sim Centre, etc.;
i. assesses the urgency of competing issues and makes informed decision that maintains the service and effective operations of the office.
3. Provides administrative support, data analysis and content development to the Health Sciences Simulation Centre.
a. manages a high volume of email requests and correspondence;
b. 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);
c. develops and distributes the Health Sciences Simulation Centre yearly newsletter and Open House correspondence, and develops signage instructions around the Sim Centre;
d. 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.
e. compiles and analyzes data, information, statistics, and other relevant material for reports using excel or other data entry and analysis programs (e.g., supply and equipment usage, sim room usage, manikin usage, number of students participating in simulations) conducted each semester to ensure continuous improvement of Sim Centre operations;
f. compiles, organizes and formats accreditation documents, assists in the preparation of accreditation and program review submissions; and ensures adherence to all required processes, formats and deadlines critical to a successful accreditation;
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;
h. establishes and maintains an effective filing system for the Health Sciences Simulation Centre; organizes and maintains electronic and manual files for the department, purges (as necessary) and ensures security of confidential materials;
i. 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;
j. sorts and distributes incoming mail and documentation; collects and transmits outgoing mail.
4. Provides logistical and technical support to the Health Sciences Simulation Centre; and collaborates with other Departments at the College to ensure that the Sim Centre is functioning effectively.
a. 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);
b. 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;
c. submits equipment repair requests to external stakeholders;
d. provides first line systems assistance for equipment, including photocopiers and printers, supporting education and operations;
e. 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;
f. orders and receives a stock of standard office supplies for use by the Health Sciences Simulation Centre;
g. 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;
h. maintains Health Sciences Simulation Centre information materials through a variety of sources (digital and print).
5. Recommends, develops and updates Health Sciences Simulation Centre procedures and processes.
a. recommends and completes changes to existing forms, reports, and letters;
b. reviews, revises, updates, and produces computer documents, i.e., standardized forms, requisitions, manual, open practice requests;
c. 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);
d. 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;
e. establishes documentation standards and produces final layout version of materials;
f. provides input into the Health Sciences Simulation Centre's Strategic Plan in consultation with the Manager, Experiential Learning Operations.
6. Assists with organizing and planning of Health Sciences Simulation Centre events.
a. 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);
b. 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;
c. assists with the preparation of Healthcare Simulation Week once per year, including submitting supply orders and sending out email correspondence regarding the events;
d. assists with the scheduling of Health Sciences Simulation Centre cleaning with the Facilities department three times per year.
7. Performs other duties as assigned
a. provides back-up support for other clerical positions in the Faculty of Health Sciences.
To Be Successful in this Role You Will Need
· 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.
· Previous experience working in a post-secondary education sector, including working knowledge of Banner, and Learning Management Systems platforms, is preferred.
· 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;
· Ability to produce correspondence, format documents, create mailing lists and merges files with an emphasis on grammar, punctuation and accuracy;
· Demonstrated ability to keyboard 45 wpm accurately;
· 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;
· Excellent interpersonal and conflict resolution skills;
· Ability to establish, maintain, and enhance working relationships with all employee groups; and function effectively in an environment where a high degree of confidentiality is of primary importance;
· Excellent time management and organizational skills;
· Proven ability to work independently under minimum supervision, and adapt to a changing work environment;
· Willingness and ability to engage in ongoing learning opportunities.
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 04/18/2024Close Date 04/24/2024 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 www. douglascollegecareers.ca. Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be received by April 24, 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 https: // www. douglascollegecareers.ca/postings/12200
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