Administrative Officer I

Position Details

Position Information

Position Title Administrative Officer I Posting Number 02373SA Location New Westminster/Coquitlam Campus Grade or Pay Level S – Pay Level 14 Salary Range $56,671 annually (with wage increments to a max of $63,636 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 10/01/2024 End Date Day of the Week Mondays to Fridays Shift N/A Work Arrangements
This regular full-time (35 hours per week) position is available starting October 1, 2024. Regular hours of work are Monday to Friday, 8:30 am to 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 also be available for 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.

This position has been submitted for review. Additional information regarding the pay level/salary range and duties may be available to short-listed applicants at the time of the interview.
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 Humanities and Social Sciences 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.

This position has been submitted for review. Additional information regarding the pay level/salary range and duties may be available to short-listed applicants at the time of the interview.

Responsibilities

1. Supervises the daily operation of positions under their 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 CE programs requiring college registration, as required.

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

a. coordinates 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. provides administrative support for projects as delegated;
b. communicates 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. researches and summarizes information for projects from a variety of data sources, institutions; either on-line or in person;
e. maintains and tracks information related to project budgets, timelines and achievement of goals;
f. provides verbal and written reports on project progress and outcomes.

5. Performs other duties as assigned.
a. establishes, fosters and maintains an effective working relationship with staff, faculty, administrators and external contacts;
b. coordinates and organize the planning of events such as fund raising and/or department and record outcomes as required;
c. coordinates 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.

Supervision or Guidance Exercised:

Provides orientation for new and auxiliary staff.

Physical Assets and Information Management:

Signs for supplies at bookstore, monitors and tracks employee schedules, maintains Department files and records.

Financial Resources:

Monitors and tracks expenditures related to supplies and invoiced transactions.
To Be Successful in this Role You Will Need
Required Education and Experience:

• Successful completion of a diploma-level program in Office Administration or a related field at a recognized post-secondary institution;

• Completion of a bachelor’s degree preferred;

• A minimum of three years of related work experience;

• An equivalent combination of education, training and experience may be considered.

Required Knowledge, Skills and Abilities:

• Excellent interpersonal and cross-cultural communication skills including written and verbal fluency in the English language. Recent training in cross-cultural communication preferred.

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

• Supervisory experience preferred.

• A demonstrated ability to:
o lead, coach and motivate employees;

o plan, schedule, and coordinate projects and work flow;

o promote standards of excellence in the provision of information services to students;

o promote a positive work environment;

o train and evaluate employees;

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

o present at various faculty and student related information sessions/orientations;

o negotiate with and persuade all levels of stakeholders while simultaneously establishing and maintaining effective working relationships;

o manage conflict in a proactive, empathetic and assertive manner;

o exercise initiative and work independently with minimum supervision;

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

o establish priorities and meet deadlines;

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

o develop and implement operating procedures and applicable documentation;

o apply and work within relevant policies and procedures;

o plan and coordinate program information updates in print and on web;

o plan and coordinate events and meetings;

o use MS Office and 365 programs at an intermediate level and demonstrate an aptitude and comfort in learning a variety of computer software programs, including data base management.

• A good working knowledge of student information systems with the ability to identify and problem solve errors and omissions. Experience with Banner would be an asset.

• A good working knowledge of the post-secondary transfer credit system is an asset.

• A good working knowledge of HSS programs and Douglas College educational policies is preferred.
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 09/20/2024 Close Date 09/26/2024 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 September 26, 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/12999