Executive Assistant, Institutional Effectiveness

Position Details

Position Information

Position Title Executive Assistant, Institutional Effectiveness Posting Number 02379SA Location Hybrid / Anvil Officer Tower, New Westminster Grade or Pay Level A – Pay Band 5 Salary Range Min: $61,316, Control: $81,755, Max: $85,843. Placement within a salary band is typically up to Control Point based upon a review of skills, experience & internal equity. The College may place over Control point in limited circumstances. Position Type Administration – Regular Posting Type Internal/External Regular/Temporary Regular Employment Type Full-Time Posting Category Administration Start Date 10/28/2024 End Date Day of the Week Mondays to Fridays Shift N/A Work Arrangements
Regular hours of work are 8:30am-4:30pm, Monday to Friday. Occasional travel between Douglas College’s locations as required.

Douglas College (DC) is committed to supporting a healthy work/life balance for Employees. As per the DC Administration Policy A70 Work from Home, College employees may be eligible to work from home on a part-time basis, subject to operational requirements and approval by their Responsible Administrator (RA).
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
Reporting to the Associate Vice President, Institutional Effectiveness, this position provides confidential administrative support to the Associate Vice President Office and constitutes the formal channel through which sensitive, emergent, and confidential matters reach the Associate Vice President.

The position communicates with senior officials of other educational institutions, government agencies, college faculty and staff, private organizations and industry. During the absence of the Associate Vice President, this position is accountable for prioritizing and re-directing issues to an appropriate source.

Responsibilities

Under the general direction of the Associate Vice President, Institutional Effectiveness, the Executive Assistant is accountable for the following :

Confidential Executive Support

•Acts as the first point of contact to the Associate Vice President for individuals within the College, as well as students and representatives of outside organizations such as government agencies, other education organizations, service providers, etc.; exercises judgment in determining the information to be provided and/or refers to the appropriate individual as required.
•Serves as a liaison with internal and external contacts, including Management, Faculty and Staff, in the resolution of day-to-day administrative and operational problems relating to divisional matters; provides information including interpretation of established College policies, procedures, and regulations.
•Coordinates, prioritizes, and manages the Associate Vice President’s calendar; independently troubleshoots if meeting conflicts occur and/or urgent matters arise that need immediate attention; ensures the Vice President has necessary materials in preparation for the meeting.
•Receives all correspondence and determines appropriate course of action, including composing responses on routine issues, obtaining information pertaining to a request, or referring to appropriate individual as required; follows up as necessary.
•Develops and maintains secure record systems for documents and files of a confidential or sensitive nature; e.g. budget submissions, performance evaluations, potential program or personnel changes, personnel records, strategic goals and objectives.
•At the request of the Associate Vice President, prepares draft correspondence, presentations, agreements, reports and position papers, many of a highly confidential nature.
•Organizes and coordinates meetings, interviews, events, and activities for the Associate Vice President and divisional staff as required, including venue, travel and logistics, itinerary, event registration; prepares supporting documentation as required.
•Coordinates special projects as assigned by the Associate Vice President; undertakes data collection/research, analysis, and summary reporting on items as requested.
•Assists with the development of administrative procedures and recommends improvements as appropriate.

Budget/Financial Support

•Coordinates the preparation of the operational budget, capital budget, and capital requests for the office of the Associate Vice President; may liaise with facilities and purchasing to obtain quotations for budget items for submission and consideration.
•Monitors the budget accounts and expenditures for the office of the Associate Vice President; identifies discrepancies and takes necessary action to have them corrected.
•Reviews, verifies and reconciles expense claim reports, invoices, and cheque requisitions and submits for processing.
•Prepares agreements for contractors; tracks invoices and payments against budget.

Committee Support

•Coordinates and attends College and divisional meetings for which the Associate Vice President is chair or management resource.
•Prepares meeting agendas and prepares and/or assembles supporting documentation; coordinates calendar invites and room booking arrangements; records minutes at meetings the Associate Vice President is required to chair; prepares and distributes minutes in a timely manner.
•Represents Institutional Effectiveness and provides confidential administrative support for strategic initiatives to task group committees and projects (e.g. Standing Committee on Course Scheduling, Curriculum Navigator Task Group, DC Connect Project Team, Faculty Workload Task Group, etc.).
•Prepares lists of action items and follows up as necessary.
•Identifies agenda submission deadlines and ensures pertinent items are placed on meeting agendas.
•Participates on College project teams and committees related to administrative processes and procedures.

Business Processes/Standard Operation Procedure Support

•Coordinates the creation, documentation and maintenance of cross-department processes and procedures that operationalize College policies and support the College’s strategic plan.
•Coordinates and Chairs Standard Operating Procedure ( SOP ) subcommittee meetings and ensures publication timelines are adhered to.
•Facilitates the review, approval and revision process for all newly developed and published standard operating procedures.
•Reviews standard operating procedures to ensure accuracy and conformity to standards and College policies (identifying and resolving documentation gaps).
•Provides training and guidance to College employees and task group committees on developing standard operating procedures.
•Develops and maintains a document management inventory for standard operating procedures, policies, user guides, forms and committee lists and terms of reference.
•Communicates newly developed standard operating procedures and revised policies to the College Community on DC Connect and External Web pages.

Human Resource Support

•Coordinates employee performance evaluations for divisional excluded employees as required, including maintaining schedule/calendar for evaluations, initiating review process, receiving completed evaluation documentation, and preparing evaluation summaries.
•Assembles vacation entitlement and carry-over information for excluded employees of the division; prepares quarterly and annual summary reports for Finance.

Other

•Maintains and updates information on the Division’s web and DC Connect Intranet pages.
•Actively models the Douglas College Core Competencies.

To Be Successful in this Role You Will Need

•Completion of a two-year program in Office Administration or an equivalent combination of training and experience. Degree preferred.
•Progressively responsible office administrative experience with at least five years’ experience in a senior administrative support position including experience in technical writing and/or procedural development.
•Demonstrated ability to implement and maintain a document management system and advanced knowledge of SharePoint and Banner.
•Ability to facilitate training sessions and working groups.
•Excellent organizational, presentation, written and oral communications skills; demonstrated expert level proficiency in using computer software packages for word processing, spreadsheets, databases, and presentation.
•Experience managing multiple projects within a complex, demanding and rapidly changing environment.
•Experience taking and transcribing meeting minutes in a senior administrative environment.
•Demonstrated ability to work independently and meet deadlines.
•Demonstrated ability to work positively and professionally with the public, government departments and employees at all levels of an organization.
•Ability to exercise good judgment in recognizing scope of authority and protecting confidential and sensitive information.
•Ability to perform administrative duties with deliberate speed and accuracy without immediate and constant supervision.
•Demonstrated abilities that align with the Douglas College Core Competency Framework.

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 09/24/2024 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 .

The first review date will be October 7, 2024. This position will remain open until filled.

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/13020