Supervisor, Future Students’ Office

Position Details

Position Information

Position Title Supervisor, Future Students’ Office Posting Number 02374SA Location New Westminster/Coquitlam Campus Grade or Pay Level S – Pay Level 15 Salary Range $63,304 per annum (with wage increments to a max of $70,630 per annum), which includes a special allowance of $5,000 per annum. 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 10/14/2024 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 14, 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/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
Under the guidance of the Manager, Future Students’ Office, the FSO Supervisor provides a wide-range of coordinating functions related to the strategic recruitment of domestic students to the College and to specific programs. The FSO Supervisor assists the Manager in developing and facilitating domestic recruitment strategies and takes leadership on implementing processes to meet domestic enrolment targets. This role directly supervises a team of Student Recruiter Advisors ( SRA ), Associate Student Recruiter Advisors ( ASRA ), and contract employees. They also assist the SRA’s in supervising BCGEU Student Assistants and Co-Op Education Student Assistants.

The FSO Supervisor communicates with service partners to ensure effective student recruitment operation, including liaising with the Marketing and Communications department, the Registrar’s Office, Facilities, Student Engagement and Faculties. The FSO Supervisor also communicates with off-campus service partners such as Post-Secondary BC, BC Tech Summit, secondary schools, Education and Career Fairs and other post-secondary institutions to create and implement domestic recruitment opportunities for Douglas College. The Supervisor provides exceptional client-centred service on a consistent basis to all stakeholder groups.

Responsibilities

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

a. Applies the BCGEU collective agreement to the daily decision-making within established processes;

b. Supervises the work of the Student Recruiter Advisors, Associate Student Recruiter Advisors and contract employees, including:

•orients, trains and supports new staff to meet the standards and expectations of their position.
•coordinates and chairs regular staff meetings, arranges agenda items and invites service partners as needed.
•plans various professional development opportunities (conferences, events, etc.)
•plans, coordinates and implements annual FSO staff retreat to set goals, and plan for the next recruitment cycle.
•directs work of a routine and non-routine nature and establishes priorities where applicable.
•approves staff work schedules and time sheets.
•coordinates and documents vacation schedules and other absences.
•assesses staffing requirements to ensure adequate coverage for recruitment events and services.
•updates SRA and ASRA job descriptions semi-annually, or when material changes are required.
•conducts weekly check-in meetings and annual performance evaluations of the Student Recruiter Advisors in consultation with the Manager.

c. Mentors the Associate Student Recruiter Advisor and Student Assistants in their supervision of the Student Ambassador volunteer leadership program, including support for the following activities:

•recruits, identifies, interviews and onboards Student Ambassadors in September, January and May annually.
•assists the Student Recruiter Advisors in identifying, interviewing and hiring Student Assistants and Co-Op employees
•supervises the design and implementation of 6-hour training program in September, January and May annually.
•coordinates the schedule and day-to-day operations of this group.
•acts as a professional mentor to student ambassadors.
•conducts corrective or performance-related conversations.
•conducts monthly Student Ambassador professional development sessions and program assessment.

d. Coordinates the resolution of individual problems and disputes involving employees, students, prospective students and/or members of the public as they arise.

e. Provides support to the Administrative Associate in External Relations and Advancement including:

•liaises regarding important dates and deadlines for administrative support, including event management on SiteCore and CRM systems.
•plans and coordinates website maintenance, event schedule creation and registration management.
•provides CRM training and support to the Administrative Associate as needed.

2. Performs a variety of tasks related to the provision of recruiting activities for prospective domestic students:

a. Plans, coordinates and implements a year-round campus tour program:

•Conducts research and assessment of virtual and on campus tour delivery methods.
•Plans and creates the content, schedule and delivery of all active tour models.
•Manages registration, check-in and communication pathways for prospective students and their guests.
•Coordinates necessary staffing with Campus Tour Leaders and Student Assistants, as necessary.

b. Plans and attends annual secondary school visits:

•Works with high school counsellors to plan recruiting visits to their schools, on behalf of all PSBC member institutions.
•During the recruitment season of September-December, may attend up to four secondary schools in a single day, conducting up to twelve presentations per day and setting up to four Douglas College booths.

c. Supports and attends a portion of the career and education fairs, and Counsellors’ Day events.

d. Performs onsite supervision for College events that involve prospective students, parents and supporters, and student volunteers.

e. Takes on additional recruiting portfolio elements as required.

3. Participates in the implementation of strategies to improve efficiency and effectiveness of processes related to recruitment and student services.

a. Works with the FSO Manager to identify new recruiting opportunities and strategies:

•Conducts research and assessment on the effectiveness of the existing programs and services.
•Creates and maintains project timelines, ensuring accountability of staff to deliverables.
•Supports project management to ensure deadlines and deliverables are met.
•Creates annual reports on recruitment event efficacy and procedural manuals on key topics, as required.
•Evaluates recruitment and student leadership programming to accomplish established goals, and compiles statistical data.

4. Supports Customer Relationship Management ( CRM ) integration and enhancement throughout the Future Students’ Office ( FSO ) portfolio by:

a. Creates procedural manuals for FSO and External Relations and Advancement staff use.

b. Ensures adequate training for FSO and External Relations and Advancement staff, to enable daily implementation of CRM technology.

5. Provides a variety of administrative support functions and other duties as required:
a. Analyses, plans, recommends and implements office procedures, office functions, file management and methods of responding to service requests and prospective student inquiries; develops work procedures and systems which ensure productive, efficient, and effective operation.
b. Manages and maintains complex databases and spreadsheets and produces appropriately formatted reports, letters and internal/external proposals for the Future Students’ Office.
c. Coordinates the posting and selection process with the Manger and Human Resources;

•Arranges and conducts employment interviews, and provides supporting documentation as required.
•Processes the issuing of contracts and letters of appointment and maintains records of professional development.
•Drafts and updates job descriptions with supervision from the Manager.

d. Supports staffing related activities including the coordination, tracking, and approval of overtime, vacation, absences, modified schedules and timesheets.

6. Performs other duties as assigned.
To Be Successful in this Role You Will Need

•A bachelor’s degree in a related field from a recognized post-secondary educational institution plus two years’ related work experience;
•Two years’ experience providing supervision in a work environment preferred, or ability to demonstrate a thorough understanding of good supervisory practices;
•An equivalent combination of education, training and experience may be considered.
•A working knowledge of the B.C. post-secondary education system, including admission requirements and programs, graduation, partnerships, and articulated agreements with a clear emphasis on Douglas College.
•Excellent interpersonal and cross-cultural communication skills including written and verbal fluency in the English language.
•A working knowledge of training and/or job requirements for a wide range of academic, vocational and technical careers.
•General knowledge of financial services and processes including entrance scholarships and Canada & BC Student Loan application processes.
•A working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint). Familiarity working with Microsoft Office on Apple platforms, and with the Microsoft Dynamics CRM (or similar system) would be an asset.
•Criminal Record Check is required as a condition of employment as per the Criminal Record Check Act.
•Demonstrated ability to:
•recruit and interview candidates, organize and provide required training for employees, and assess staff performance.
•motivate and mentor employees, as well as build and foster a team.
•work effectively as a part of a team – and independently – as appropriate.
•plan, schedule and coordinate work flow.
•organize, plan, coordinate, analyze and problem solve in order to meet deadlines and objectives.
•communicate professionally and effectively in writing, in person or on the telephone with staff, faculty, administrators and students.
•develop and maintain good working relationships with colleagues and college community.
•proven ability to guide complex projects to completion on time, while involving diverse stakeholders, recruiters, and marketing and communications professionals.

•A demonstrated ability to execute and in-depth knowledge of student recruiting strategies, including;

•produce effective recruitment events and campaigns for a wide-variety of prospective student audiences (traditional, mature, transfer, newcomers, indigenous, low-income) including design, marketing, volunteer management, event/program supervision and evaluation.
•interact effectively and tactfully with college employees, high school counsellors, students, outside vendors and the public.
•present to small and large groups in various settings, adapting speaking and presentation styles to people of various backgrounds.
•effectively interview prospective students, to identify their needs and help them achieve their educational and vocational goals.
•provide excellent customer service in a cross-cultural environment.
•exercise sound judgment and maintain a high degree of confidentiality.

•A demonstrated ability to meet the physical and mental demands of the position including:

•ability and willingness to work evenings and weekends as required.
•ability and willingness to travel locally by car, visiting up to four secondary schools over the course of a 12-14 hour day.
•physical ability to lift and carry related promotional materials/equipment, up to 30 kilograms, to different work sites throughout the day.
•ability and willingness to work year-round at the New Westminster and the Coquitlam campuses.
•comfortable working from various locations during the recruitment season, such as secondary schools, restaurants, cafes, and other public spaces with Wi-Fi.
•ability to stand for extended periods of time.

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 09/23/2024 Close Date 10/01/2024 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 October 1, 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/13007