Operations Supervisor, Student Affairs and Services

Position Details

Position Information

Position Title Operations Supervisor, Student Affairs and Services

Posting Number 02072SA Location New Westminster/Coquitlam Campus Grade or Pay Level S - Pay Level 17 Salary Range $32.98 per hour (with wage increments to a max of $38.45 per hour). Salary and wage increments are in accordance with the Collective Agreement. Position Type Support Staff - Temporary Posting Type Internal/External Regular/Temporary Temporary Employment Type Full-Time Posting Category Staff Start Date 01/22/2024 End Date 01/19/2025 Day of the Week Mondays to Fridays Shift 8:30 - 4:30 pm Work Arrangements

This temporary full-time (35 hours per week) position is available starting January 22, 2024 to January 19, 2025. Regular hours of work are Monday to Friday, 8:30 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. 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/flexible schedule and/or hybrid work from home arrangement may be considered, subject to the terms of the College's Work From Home Policy.

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

To provide administrative and supervisory support to functions within Student Affairs and Services to ensure adequate service delivery. Coordinates the functions performed by staff and communicates with faculty coordinators to facilitate effective operations.

Responsibilities

1. Performs a variety of administrative support functions to facilitate effective operations.

facilitates staff input into budgeting and department planning processes and participates in the planning process;

analyzes, plans, recommends strategies to increase the efficiency and effectiveness of operations together with new or existing activities/programs that can best meet student needs;

develops and revises policies, procedures and processes and ensures that operations performed by staff are consistent with college policies, operations manuals and health and safety standards;

develops budgets for staffing new activities and projects and manages auxiliary budget in accordance with established guidelines;

ensures procedures and schedules are in place to maintain/replace equipment;

monitors expenditures against approved budgets, resolving discrepancies.

2. Supervises the daily operation of positions under their responsibility.

applies the BCGEU collective agreement to daily decision-making within established standards;

hires and evaluates staff including providing orientation and ensuring the provision of appropriate training and professional development;

provides input into staff job descriptions;

approves staff work schedules and time sheets;

coordinates and approves vacation schedules and other absences;

ensures adequate coverage for areas within responsibility, within existing budget parameters.

3. Performs a variety of tasks related to the provision of information to students and others.

responds to requests for services as well as student inquiries, directing students to appropriate personnel/procedures;

receives and handles student concerns and complaints;

ensures that services records and other data are collected and reported including preparation of written reports, recommendations and analyses on issues related to the operations under supervision.

4. Performs other related duties.

coordinates staff input into the development, evaluation and revision of educational materials;

maintains ongoing liaison with faculty coordinators and other college personnel in order to facilitate effective operations;

performs the duties of subordinate positions for which they are qualified.

To Be Successful in this Role You Will Need

1. Bachelor's degree in a relevant field at a recognized post-secondary institution with three year's practical experience working in an education setting assisting high needs or an equivalent combination of education, training and experience.

2. Demonstrated supervisory skills: organizational skills; ability to plan and schedule work flow; ability to hire, train and motivate employees; ability to work in an ever-changing environment.

3. Good working knowledge of the educational objectives and operations within Student Affairs and Services, including service philosophy and staffing logistics. Good working knowledge of typical issues facing students entering the college and effective ways to assist students to overcome these barriers.

4. Experience working in at least one of the positions supervised under this job description or in positions of equivalent purpose and responsibility at Douglas College or similar organization.

5. Demonstrated capability to perform competently as a substitute in all of the positions supervised.

6. Good working knowledge of the English language together with excellent oral and written communication skills.

7. Criminal Record Check is required as a condition of employment as per the Criminal Record Check Act.

8. A demonstrated ability to:

communicate effectively with people from varied cultural backgrounds including persons with disabilities.

keyboard 40 wpm accurately with a good working knowledge of modern office practices and procedures including the application of appropriate hardware and software, including BANNER.

Demonstrated ability to use computer applications including demonstrated proficiency with database management, MS office and other internet applications.

Develop and implement operating procedures and documentation.

compose correspondence and reports and maintain records.

work independently with a minimum of direct supervision, as well as to establish and achieve deadlines.

manage budgets.

recognize, analyse and resolve problems. Demonstrated aptitude for working with people in stressful situations and managing conflict in a proactive, empathetic and assertive manner.

9. Excellent interpersonal skills including demonstrated ability to develop, establish and maintain effective working relationships with administrators, faculty, staff and students.

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 Yes

Posting Detail Information

Open Date 11/30/2023

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 www. douglascollegecareers.ca. Qualified internal applicants shall be given first consideration in filling the position. 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/11632

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