Administrative Officer I

Position Details

Position Information

Position Title Administrative Officer I

Posting Number 02119SA Location New Westminster/Coquitlam Campus Grade or Pay Level S - Pay Level 14 Salary Range $55,020 annually (with wage increments to a max of $61,783 annually). Salary and wage increments are in accordance with the Collective Agreement. Position Type Support Staff - Regular Posting Type Internal/External Regular/Temporary Regular Employment Type Full-Time Posting Category Staff Start Date 02/26/2024 End Date Day of the Week Mondays, Tuesdays, Wednesdays, Thursdays, Fridays Shift 8:30am-4:30pm Work Arrangements

This regular full-time (35 hours per week) position is available starting Monday, February 26, 2024. Regular hours of work are Monday to Friday, 8:30am – 4:30pm. 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 campus; however, successful candidate must be available for occasional work at the Coquitlam campus. Douglas College is committed to supporting a healthy work/life balance for employees. A modified schedule may be considered.

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 Administrative Officer I contributes to the success of Douglas College and its community of learners by providing daily supervisory and administrative support for the Faculty of Language, Literature and Performing Arts as well as support to the Dean in the process of strategic educational planning while providing exceptional client-centered service consistently to all stakeholder groups.

Responsibilities

Key Success Outcomes:

- Department and client satisfaction – service delivery - Relationship with the internal team and community stakeholders - Facilitate effective operations

Major Responsibilities:

1. Supervises the daily operation of positions under his/her responsibility: a. participates in the development of staffing plans; performs administrative tasks related to staff coverage (ie. Vacations and modified days, time sheets and employee information records, for support and auxiliary staff); markers and student assistants. b. provides ongoing guidance and training to staff in setting and achieving established standards; c. coordinates and approves staff work and vacation schedules and other absences; and timesheets; d. conducts performance evaluations and schedules monthly meetings with support staff under their responsibility; e. directs work of a routine and non-routine nature and establishes priorities, where applicable.

2. Provides a variety of administrative support functions: a. participates in and assists with the recruitment of staff; b. coordinates with human resources department to have positions posted; c. assists with new hire selection process including providing orientation and ensuring the provision of appropriate training; d. provides input into the review and update of staff job descriptions; e. identifies, recommends and participates in the implementation of strategies to increase efficiency and effectiveness of administrative operations together with new or existing programs and projects that can best meet the needs of the faculty; f. coordinates and inputs Banner data for Upgrading courses, and CE programs requiring college registration.

3. Produces a variety of documents and correspondence for internal and external distribution: a. coordinate the preparation and circulation of plans and accompanying documents; formats and produces memos, letters, reports, and forms from drafts or notes; b. prepares agenda packages, records and produces formal minutes and related correspondence for meetings, ensuring timely distribution of materials; c. prepares and produces documents including budget requests, grant proposals, employment contracts, etc.; d. compiles information and/or statistics for reports or other material, including distribution; e. maintains a variety of paper and electronic records for the Faculty, purging and archiving as necessary and ensuring security of confidential materials.

4. Administers projects by working independently and with direct supervision to: a. provide administrative support for projects as delegated; b. communicate with faculty, staff and with other stakeholders, as directed, about progress and directions for educational planning; c. participates in the development of policies, objectives and long-range planning; assists with the development and maintenance of tracking and evaluation programs to assist in accomplishment of established goals; d. research and summarize information for projects from a variety of data sources, institutions; either on-line or in-person; e. maintain and track information related to project budgets, timelines and achievement of goals; f. provide verbal and written reports on project progress and outcomes.

5. Performs other related duties: a. establishes, fosters and maintains an effective working relationship with staff, faculty, administrators and external contacts; b. coordinate and organize the planning of events such as fund raising and/or department and record outcomes, as required; c. coordinate meetings with other faculties and with other institutions to discuss collaborative opportunities; d. follows up on contacts and requests on behalf of the Dean and report outcomes; e. collects information from internal and external sources related to a variety of issues or problems.

To Be Successful in this Role You Will Need

Successful completion of a Bachelor's Degree in a related field, at a recognized post-secondary institution.

A minimum of three years of related work experience; an equivalent combination of education, training and experience may be considered.

Experience working in an environment where professionalism, a high degree of confidentiality and sensitivity are of primary importance.

Excellent interpersonal and intercultural communication skills including written and verbal fluency in the English language.

A demonstrated ability to:

lead, coach and motivate employees;

plan, schedule, and coordinate projects and work flow;

train and evaluate employees;

promote a positive work environment;

communicate courteously and effectively in writing, in person or on the telephone with staff, faculty, administrators and students;

manage conflict in a proactive, empathetic and assertive manner;

exercise initiative and work independently with minimum supervision;

organize, plan, analyze and problem solve with a high degree of attention to detail;

establish priorities and meet deadlines;

prepare and compose accurate, professional agendas, minutes, correspondence and reports;

develop and implement operating procedures and applicable documentation;

apply and work within relevant policies and procedures;

plan, organize and present workshops and/or training sessions;

plan and coordinate events and meetings;

use MS Office and 365 programs at an intermediate level and demonstrate an aptitude and comfort in learning a variety of computer software programs. Experience using Banner is an asset.

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 02/08/2024

Close Date 02/15/2024 Open Until Filled No Special Instructions to Applicant

n/a

Quick Link for Direct Access to Posting https: // www. douglascollegecareers.ca/postings/11833

Supplemental Questions

Required fields are indicated with an asterisk ().

How did you first find out about this employment opportunity?

Douglas College Careers Site

LinkedIn

Indeed

Social Media (Facebook, Instagram)

Personal Referral

Agency Referral

Professional Association Website

Colleges and Institutes Canada (CICAN)

Canadian Association of University Teachers (CAUT)

Douglas College CareerHUB

Career Fair or Other Hiring Event

Other

Glassdoor

Please confirm that you will maintain residency in the Lower Mainland for the duration of your employment.

Yes, I confirm

No, I am not able to meet this requirement

Are you a current or former Douglas College employee/student?

Current employee

Former employee

Current student

Former student

None of the above

If you are a current/former employee/student, enter your ID number. (Type in N/A if not applicable.)

(Open Ended Question)

If you have a valid Canadian work permit, please indicate expiry date and the type of work permit you hold. (Type N/A if not applicable).

(Open Ended Question)

If you are not a Canadian Citizen or Permanent Resident, do you currently have a valid Canadian work permit?

Yes

No

Not Applicable

Documents Needed to Apply

Required Documents

Resume

Cover Letter

References with Contact Information

Optional Documents