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Douglas College

Administrative Associate

Full Time
7 days ago
Position Details

Position Information

Position Title Administrative Associate Posting Number 01640SA Location Hybrid / New Westminster Campus Grade or Pay Level S - Pay Level 11 Salary Range $25.03 per hour (with wage increments to a max of $27.97 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 10/03/2022 End Date 02/28/2023 Day of the Week Mondays to Fridays Shift 8:30 am - 4:00 pm Work Arrangements
This temporary, full-time (35 hours per week) position is available from October 3, 2022 to February 28, 2023. Regular hours of work are Monday - Friday from 8:30 am - 4:00 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 direct administrative support to the Registrar and Associate Registrars. Provides exceptional client centred service on a consistent basis to all stakeholder groups thereby contributing to the success of Douglas College.


1. Facilitates Student success in Enrolment Services.

a. Advises students of services available from Enrolment Services, requirements, policies, procedures, and deadlines..

b. Identifies and problem solves issues specific to Enrolment Services, and refers students to applicable areas at the College.

c. Advises students on registration issues including holds and prerequisites, inputting overrides as directed by Registrar and/or Associate Registrars.

d. Communicates difficult information to applicants and students, and diffuses situations with students who are agitated or distressed, referring them to the Registrar, Associate Registrars or Office Manager as appropriate.

e. Triages and refers students to Enrolment Services resources, such as Assessment Services, Admissions, Continuing Education, Graduation, Records, Student Success Advising, and/or Transfer Credit. May also refer to areas outside of Enrolment Services, such as Career Services, Learning Resources, Student Affairs & Services, Future Students' Office, Douglas International, and/or Faculty field bases as appropriate.

f. Sends notifications to students regarding processes related to exception requests, probation, course repeat requests, criminal record checks, credit limit increase requests ensuring College policies and procedures are followed.

2. Facilitates service success in Enrolment Services.

a. Compiles and reviews applicant and student files for completeness, and informs Registrar, Associate Registrars, and/or Office Manager of information gaps.

b. Assists with identifying potential issues related to student admission, registration and success, and makes recommendations to Registrar, Associate Registrars, and/or Office Manager to improve and streamline processes.

c. Assists department by creating and distributing literature (posters, brochures, and letters) to internal and external stakeholders.

d. Updates information on the College website, intranet, forms, presentation slides, etc. as directed by Registrar, and/or Associate Registrars.

e. Orders name tags, business cards and door plates for all employees including student assistants as needed.

f. Receives and reviews transfer credit agreements/Memorandum of Understanding(s) from other institutions each semester ensuring information is current for Enrolment Services.

g. Participates in coordination of Graduation as a member of this committee.

h. Responds daily to inquiries from students ensuring responses meet College and department service levels.

3. Course Repeat Requests and Criminal Record Checks.

a. Receives and processes course repeat requests from students, preparing and incorporating documentation from BANNER and Laserfiche, distributing to the appropriate Deans' office for review and decision making.

b. Tracks course repeats requests ensuring submissions are received by Faculty areas and processed within assigned College deadlines.

c. Advises Enrolment Services and Deans' office of time-sensitive requests.

d. Submits criminal record check requests to Ministry of Justice as needed for students for admission. Updates student application information in Banner once approved check is received. Stores and maintains the confidential electronic criminal record check for the College and provides a copy of the criminal record check to students on a case by case basis.

e. Is a point of contact with Ministry of Justice for criminal record checks, in particular those that require additional investigation.

f. Advises and updates Finance department regarding anomalies with criminal record checks.

g. Assists students and faculty areas with queries related to criminal record checks ensuring security and confidentiality as per the Freedom of Information and Protection of Privacy Act.

h. Maintains and updates the criminal record check FAQS on the College website.

4. Provides administrative, procedural and logistical support for the Department and Registrar and/or Associate Registrars

a. Prepares agendas, records minutes, and related correspondence for Enrolment Services meetings, staff meetings, graduation meetings, and other Department meetings, as directed.

b. Books college rooms and catering for a variety of activities as requested by Registrar and/or Associate Registrars. Assists with planning and executing professional development events for Enrolment Services.

c. Coordinates the Desk Availability booking schedule for Enrolment Services.

d. Contacts Facilities with requests for Building Services Work and help desk technical support.

e. Provides procedural information to Enrolment Services employees regarding departmental and college-wide policies and standard practices.

f. Provides input for the development of, or revision of, Standard Operating Procedures and service standards.

g. Arranges, coordinates, and schedules meetings for Registrar and/or Associate Registrars with a variety of internal and external individuals and groups.

h. Orders and receives routine office supplies, special hardware requests and hardware inventory management for the employees of the department.

i. Ensures the photocopier and mailrooms are adequately stocked and orderly.

j. Ensures office equipment is functional, and troubleshoots office equipment issues and requests service technicians when needed. Supports all employees on use of office equipment and technical equipment.

k. Updates office room signs and mailboxes as directed by the Office Manager.

l. Performs a variety of administrative functions in support of special projects as requested by the Registrar, Associate Registrars and/or Office Manager.

m. Provides administrative support in accordance with established procedures during the absence of, or from the direction of, the Office Manager including, preparing service agreements, processing office key requests, submitting web requisitions, and new employee orientations.

n. Coordinates employee office/workstation moves to accommodate logistical needs and space planning; determines employee office allocation as instructed by the Associate Registrars and/or Office Manager, deals with issues and problems in the process of moving and any other administrative duties related to employee office allocation.

o. Creates presentation materials from written draft or verbal direction for Registrar and/or Associate Registrars.

p. Monitor expenditures when submitting purchase orders, web requisitions etc.

5. Produces a variety of documents and correspondence for internal and external distribution.

a. 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.

b. Formats, produces, and distributes letters (e.g. course repeat requests, petition decisions, criminal records checks, etc.) to students, or other parties, on behalf of the Registrar and/or Associate Registrars.

c. Forwards or composes email correspondence to Registrar and/or Associate Registrars, staff, faculty, departments and students.

d. Assists with producing documents, such as budget requests, and service contracts as required by Registrar and/or Associate Registrars.

e. Updates and maintains the Enrolment Services employee information lists, group email list(s), employee Active Directory.

f. Assists with the production of documents and forms related to Enrolment Services, ensuring adherence to deadlines, with the goal to improve and streamline processes.

g. Prepares probation appointments, exception requests, request to increase credit limits, course repeat information from Banner for distribution to Registrar and/or Associate Registrars, Deans and/or Associate Deans and Administrative Officer(s).

h. 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.

i. Updates Enrolment Services internet web pages and intranet pages as directed by the Registrar, Associate Registrars and/or Office Manager.

j. Sends emails to targeted groups of students.

k. Searches for data within Banner and or Fast and extracts information into reports ensuring accuracy and completeness.

l. Arranges, coordinates and schedules Committee meetings for meetings, memberships, meeting agendas and minutes on behalf of Enrolment Services.

m. Maintains Education Council agendas and minutes for Enrolment Services ensuring access to information at all times for the department.

6. Provides reception for Enrolment Services.

a. Telephone Calls: Receives and places telephone calls on behalf of Enrolment Services and determines and executes appropriate actions and referrals. Receives forwarded calls from Enrolment Services helpline and takes appropriate action.

b. Visitors: Greets visitors to Enrolment Services and determines appropriate actions, such as providing information or making appropriate referrals.

c. Students and Faculty: Provides assistance, which may include procedural information or booking an appointment for faculty and students.

d. Mail: Receives, opens, prioritizes, and sorts all incoming mail.

e. Representation: Establishes and maintains professional and effective working relationships with staff, faculty, administrators, and external contacts.

f. Documents: Receives all incoming forms and documents, and determines and executes appropriate actions.

g. Assists with coordinating and organizing interviews, including booking rooms, triaging, collecting forms and documentation as needed.

h. In consultation with Office Manager may provide relief coverage for the front counter area in Enrolment Services.

7. Performs other related duties.

a. Performs a variety of duties in support of special projects assigned by the Registrar, Associate Registrars and/or Office Manager.

b. Maintains and updates procedure manuals.
To Be Successful in this Role You Will Need
1. Completed a one year program in Office Administration or in a related field at a recognized post-secondary institution (diploma/ bachelor's degree preferred) combined with a minimum of two years related work experience, or an equivalent combination of education, training, and experience

2. Good working knowledge of English together with strong oral and written communication skills.

3. Good working knowledge of the applicable College policies and procedures

4. Proven ability to be flexible and adaptable in a dynamic, ever-changing environment.

5. Demonstrated ability to recognize, analyze and resolve problems.

6. Proven ability to handle sensitive, confidential student, staff and faculty information in a professional manner.

7. Demonstrated ability to communicate courteously and effectively in writing, in person or on the telephone with staff, faculty, administrators and students.

8. Maintain good working relationships with other employees.

9. Promote a positive and respectful work environment. Manage conflict appropriately and professionally .

10. Keyboard accurately at 50 wpm;

11. 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.

12. Proven experience with current business-office technology, practices and procedures.

13. Demonstrated ability to work independently under minimum supervision to achieve assigned deadlines; ability to independently establish priorities for work assigned.
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 09/14/2022 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 September 21, 2022. 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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