Administrative Associate Job at Douglas College in New Westminster, BC

Job Description

Work Arrangements

This temporary full-time (35 hours per week) position is available starting October 5, 2020 to November 12, 2020. Regular hours of work are Monday to Friday, 8:00 am to 4:15 pm. Modified schedule may be available.

Occasional work arrangements at our Coquitlam campus will be required, as will occasional evening and/or weekend work.

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 Associate, Science and Technology contributes to the success of Douglas College and its community of learners by providing administrative support for the delivery of education services within the Faculty of Science & Technology, while providing exceptional client-centered service to all stakeholder groups.


1. Facilitates Student success in Science & Technology.

a. Advises students of S&T programs, program admission requirements and policies, application and registration deadlines, and application and registration information and processes.

b. Identifies and problem solves issues specific to S&T Limited Enrolment programs, and refers students to applicable college departments as required.

c. Advises students on S&T Limited Enrolment program content and course selection.

d. Advises students on registration issues regarding prerequisites, and inputs registration overrides as directed by department Chair/Coordinator or Dean.

e. Communicates difficult information to applicants and students, and diffuses situations with students who are agitated or distressed, referring them to the department Chair/Coordinator, Dean, or Administrative Officer as needed.

f. Refers students to other resources, such as, Registrar’s Office, Academic Advising, Assessment Services, Student Services, Financial Aid, Learning Centre, as appropriate.

g. Sends notifications to Limited Enrolment program students regarding program information, deadlines, special events, and job postings.

h. Sends job postings opportunities to Limited Enrolment program Alumni, along with other S&T special event information.

2. Facilitates program success in Science & Technology.

a. Compiles and reviews applicant and student files for completeness, and informs department Coordinators of information gaps.

b. Monitors S&T Limited Enrolment program waitlists and creates reports, which include, current applicant admission data and status from Banner, for the Coordinator to ensure full capacity each term.

c. Assists with identifying potential issues related to Limited Enrolment Program student admission and success, and makes recommendations to Department Coordinator or Administrative Officer to improve and streamline processes.

d. Assists Chairs and Coordinators with program advertising and promotion for Limited Enrolment programs by attending local career fairs, distributing program literature (brochures, letters) to provincial high schools, local libraries, and other local agencies.

e. Updates program information on the College website and in program literature (brochures, information booklets, presentation slides, etc.) as directed by department Coordinator or Administrative Officer.

f. Orders student name tags for Limited Enrolment programs.

g. With final approval from the Dean, determines Faculty evaluation candidates for each semester, prepares and distributes instructor evaluation packages, and tabulates evaluation results into reports.

h. In collaboration with department Coordinators, assists with the logistics of Professional Advisory Committees (PAC), which includes, maintaining accurate membership lists, scheduling meetings, room booking, prepares public agendas and minutes, catering, formatting and distributing letters of appreciation, when required, and interacting and communicating with external PAC members with professionalism and decorum.

i. Assists with program accreditation procedures and program reviews, which involves preparing, collating, and submitting documents, ensuring adherence to accreditation deadlines.

j. Assists with S&T department award ceremonies and college graduation ceremonies.

3. Course Scheduling.

a. Updates the online course schedule by processing Class Schedule Change forms, or sending email requests to the Scheduling Department, as requested by Chairs and Coordinators or the Dean.

b. Distributes the documents, deadlines, and instructions for the course timetable of classes to departmental Chairs and Coordinators for processing within assigned College deadlines.

c. Proofs the timetable submission to identify potential errors, and advises changes based on common scheduling practices to Chairs and Coordinators.

d. Assigns courses to classroom pavilion rooms based on efficient use of space to ensure adherence to the college matrix and maximum classroom utilization, ensuring a high level of accuracy within a short turnaround time and constant interruptions. May make suggestions to Deans on how to schedule some courses to maximize classroom utilization.

e. Represents the Faculty in College-wide classroom swap meetings to fill specialty room requests and unaccommodated course sections.

f. Forwards the Final Exam Schedule to Chairs & Coordinators and tracks that submissions are received, and that assigned College deadlines are adhered to.

g. Forwards course schedule proofs to Chairs & Coordinators and tracks that submissions are received, and that assigned College deadlines are adhered to.

h. Proofs the course schedule to ensure that one-off and specialty room requests have been assigned for classes.

4. Provides administrative, procedural and logistical support for the Faculty and the Dean’s Office.

a. Prepares agendas, records minutes, and related correspondence for Faculty Education Council, Dean’ Advisory Council, Faculty & Staff meetings, and other Faculty meetings, as directed.

b. Books college rooms and catering for a variety of activities as requested by Faculty and staff.

c. Coordinates the S&T Faculty Resource Room booking schedule.

d. Contacts Facilities with requests for BSW support.

e. Provides procedural information to Faculty and staff regarding departmental and college-wide policies and standard practices

f. Keeps track of S&T class cancellations and posts class cancellation notices,

g. Arranges, coordinates, and schedules meetings for the Dean with a variety of internal and external individuals and groups.

h. Orders and receives routine office supplies

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

j. Ensures office equipment is functional, and trouble-shoots office equipment issues and requests service technicians when needed for photocopiers, printers, automatic staplers, paper-cutters, evaluation scanners, etc

k. Supports Faculty and staff on use of office equipment and technical equipment, such as photocopiers, exam scanners, video-conference technology, IP phones and label makers

l. Updates office room signs and mailboxes as directed by the Administrative Officer.

m. Performs a variety of administrative functions in support of special projects as requested by the Dean or Administrative Officer.

n. Provides administrative support in accordance with established procedures during the absence of, or from the direction of, the Administrative Officer including, preparation of faculty contracts, processing office key requests, inputting faculty workload data, and new employee orientations.

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

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 using Microsoft Office products (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat.

b. Completes and processes various forms and distributes through the appropriate channels ensuring accuracy, completeness, and promptness

c. Formats, produces, and distributes letters (e.g. academic integrity, student recognition, award, etc.) to students, or other parties, on behalf of the Dean.

d. Forwards or composes email correspondence to Faculty, staff, and students.

e. Assists with producing documents, such as, budget requests, education plans, and contracts as required by the Dean or Administrative Officer.

f. Assists with the preparation or updating of Faculty information lists, as required by the Administrative Officer

g. Assists with the production of accreditation documents and program review submissions, ensuring adherence to deadlines

h. Prepares Course Enrolment Reports from Banner and distributes to Dean, Chairs and Coordinators, and Administrative Officers

i. 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.

j. Updates S&T internet web pages and intranet pages as directed by the Dean or Administrative Officers.

k. Sends emails to targeted groups of students using Microsoft Outlook or Blackboard, as directed.

l. Searches for data within Banner and extracts information into reports

6. Provides reception for the Faculty of Science & Technology

a. Telephone Calls: Receives telephone calls on behalf of the Faculty and determines and executes appropriate actions and makes appropriate referrals.

b. Visitors: Greets all visitors to the Faculty and determines appropriate actions, such as providing information or making appropriate referrals.

c. Faculty and students: Provides assistance, which may include program and procedural information to 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.

7. Performs other duties

a. Performs a variety of duties in support of special projects assigned by the Dean.

To Be Successful in this Role You Will Need

  • Demonstrated English language skills together with effective oral and written communication skills
  • Completion of a one year Office Administration program at a recognized post-secondary institution with a minimum of two years’ related work experience. An equivalent combination of education and experience will be considered
  • Demonstrated ability to:

o exercise initiative within a team and promote a positive work environment

o communicate courteously and effectively in writing, in person or on the telephone with staff, faculty, administrators and students, as well as maintain a good working relationship with others

o function effectively in an environment where professionalism, confidentiality and sensitivity are of primary importance

o work independently under minimum supervision to meet deadlines and to establish priorities

o prepare agendas and minutes, as well as compose correspondence and reports with an emphasis on grammar, punctuation and writing skills

o apply and work within relevant policies and procedures

o keyboard accurately at 50 wpm

o use MS Word, Excel, and PowerPoint at an advanced level including database creation and management, electronic mail, internet and web applications

  • Good working knowledge of modern office practices and procedures with a proven ability to coordinate information

About Company

Company: Douglas College

Company Location:  New Westminster, BC

Job Category:

About Douglas College