Administrative Associate, LLPA - Jobs in New Westminster, BC

Job Description

Work ArrangementsThis regular full-time (35 hours per week) position is available starting July 25, 2022. Regular hours of work are Monday – Friday, 8:30 AM – 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 be available for occasional work at the Coquitlam campus.What Douglas OffersDO 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 RoleThe Administrative Associate, Language, Literature and Performing Arts contributes to the success of Douglas College and its community of learners by providing administrative support for the delivery of education and administrative services within the Faculty of Language, Literature and Performing Arts, while providing exceptional client-centered service on a consistent basis to all stakeholder groups.Responsibilities1. Facilitates student success in Language, Literature and Performing Arts (LLPA).a. Advises potential students on College application procedures, policies and specific program admission requirements, including (but not limited to) assessment testing and performing arts auditions and refers students to department Chairs/ Coordinators or other College resources (such as, Registrar’s Office, Academic Advising, Douglas International, Assessment Services, Student Services, Financial Aid, Learning Centre), as necessary;b. Assists students in interpreting language and math upgrading assessments and performing arts audition results, and refers course advising questions to the appropriate department Chair/Coordinator;c. Advises students on course and program content and pre-requisite requirements;d. Advises and assists students on registration issues and solves problems by inputting Banner system overrides, as directed by the department Chair/Coordinator or Dean;e. Communicates difficult information to applicants and students, and diffuses situations with agitated or distressed students, referring them to the department Chair/Coordinator, Dean, or Administrative Officer, as needed;f. Communicates with the Registrar’s Office and provides additional follow-up and tracking to verify current applicants have met College admission requirements or been advised of inaccurate or outstanding elements;g. Sends notifications to students regarding program information, deadlines, special events, etc.;h. In collaboration with the department Chair/ Coordinator, creates, compiles and manages records for potential, current and former students.2. Facilitates program success in Language, Literature and Performing Arts.a. Provides administrative support to the Dean, Associate Dean, Administrative Officers and LLPA department Chairs/ Coordinators;b. Organizes and assists with ELLA and Upgrading assessments, by establishing dates and times for testing, contacting students, booking testing space, arranging for faculty markers and interviewers, recording assessment scores into Banner and maintaining assessment records;c. Organizes and assists with performing arts auditions by contacting students and faculty to establish an audition schedule, booking practice and audition rooms, sending out reminders, organizing space and/or instrument set up, ensuring the faculty have the appropriate audition forms, recording audition scores into Banner, maintaining audition records and communicating results to students, as needed;d. Monitors program waitlists and creates reports, which include, current applicant admission data and status from Banner, for the department Chair/ Coordinator to ensure full capacity each term;e. Assists with identifying potential issues related to student processes and success, and makes recommendations to the department Chair/ Coordinator or Administrative Officer to improve and streamline these processes;f. Updates program information on the College website, DC Connect and in program literature (brochures, information booklets, presentation slides, etc.), as directed by the department Chairs/Coordinators and the Administrative Officer;g. With final approval from the Dean and under the direction of the Administrative Officer I, prepares, distributes and tracks instructor evaluation packages, tabulates and types evaluation results into reports and distributes results, while ensuring proper protocol and confidentiality;h. Assists with program accreditation procedures and program reviews, which involves preparing, collating, and submitting documents, ensuring adherence to accreditation deadlines;i. Arranges practice spaces for Music Private Lessons instructors;j. Assists with the coordination of Faculty-wide events (such as Faculty-wide meetings, LLPA PD Days, LLPA Speaker Series, Arts Events, etc.) and College-wide events (such as Graduation ceremonies), as required.3. Facilitates program success for the Community Music School (CMS).a. Prepares promotional material and packages for upcoming courses including proofreading, posting information on the main CMS website and related social media feeds, as well as ensuring timelines are maintained;b. Uses BANNER to set up CMS courses, generates CRNs and establishes course fees;c. Liaises with the Registrar’s Office to arrange student registration and the collection of fees, providing updates regarding any fee adjustments or refunds;d. As directed by the CMS and/ or MTD Coordinators, creates CMS private lessons and group lessons instructor contracts and ensures they are processed by HR;e. Arranges for instructor timesheets to be signed by the Dean and processed by Payroll, adhering to Payroll cut-off deadlines;f. Produces and maintains a variety of CMS records including, course information sheets, student records, instructor records, class lists, waitlists, mailing lists, and course cancellation information.4. 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 the Chairs/ Coordinators, Administrative Officer or the Dean;b. Assists the Administrative Officer I by forwarding course schedule timetable, instructions and proofs to department Chairs/ Coordinators and tracks that submissions are received, and that assigned College deadlines are adhered to;c. Assists the Administrative Officer I with proofing the timetable submission to identify potential errors and to ensure that one-off and specialty room requests have been assigned for classes;d. In the absence of or at the request of the Administrative Officer I, represents LLPA in the College-wide classroom swap meetings, to fill specialty room requests and unaccommodated course sections;e. Forwards and tracks the Final Exam Schedule to and from department Chairs/ Coordinators, ensuring that assigned College deadlines are adhered to.5. Provides administrative, procedural and logistical support for the Faculty and the Dean’s Office.a. Provides procedural information to faculty and staff regarding departmental and college-wide policies and standard practices;b. Compiles and maintains a variety of statistical records for report production;c. Maintains confidential student and faculty records and mailing lists, 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;d. Prepares agendas, records minutes, and related correspondence for Faculty Education Committee (FEC), Dean’s Advisory Committee (DAC) and Education Technology Committee meetings, as directed;e. In collaboration with the department Chairs/ Coordinators, assists with the logistics of Program Advisory Committee meetings, which includes, maintaining accurate membership lists, scheduling meetings, booking rooms, preparing agendas, taking meeting minutes, formatting and distributing letters, and interacting and communicating with external stakeholders;f. Arranges, coordinates, and schedules meetings for the Dean;g. Books college rooms and organizes catering for a variety of activities as requested by the Dean, Administrative Officer, departmental Chairs/Coordinators and faculty;h. Coordinates the booking schedule for the LLPA meeting rooms, interview rooms, and study rooms;i. Maintains student practice room bookings, organizes rehearsal spaces, provides students, faculty and artists access to studios and practice rooms and resolves any resulting practice-room/ studio booking conflicts;j. Posts class cancellation notices and keeps a record of class cancelations, faculty office hours and course outlines;k. Ensures the photocopier room, mailrooms, break rooms, storage spaces and supply rooms are stocked, tidy and organized, and routinely orders office supplies;l. Ensures office equipment (such as photocopiers, shared laptops, IP phones, laminators, etc.) are functional, supports colleagues on its use and trouble-shoots issues or requests service technicians when needed;m. Provides input for the development of, or revision of, Standard Operating Procedures and service standards;n. Provides assistance to new faculty members regarding College and departmental procedures;o. At the direction of the Administrative Officer, helps coordinate office space for contract faculty or assists with regular faculty office moves (including putting through key requests, mailbox creation and organizing IP phone pins and passwords);p. Monitors inventory of special equipment (such as instruments, cameras, etc.) and manages student bookings and borrowing of the same;q. Updates office room signs and mailboxes, as needed;r. Contacts Facilities with requests for BSW support, as needed;s. Provides administrative support in accordance with established procedures during the absence of, or at the direction of the Administrative Officer, including, preparation and/or distribution of faculty contracts, processing office key requests, and new employee orientations.6. Produces a variety of documents and correspondence for internal and external distribution.a. Formats, produces and distributes professional communications in the form of letters (such as academic integrity, student recognition, awards, etc.), emails (to students and faculty using Outlook or Blackboard), spreadsheets, agendas, and meeting minutes, using Microsoft Office products (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat;b. Updates and distributes Welcome to Your Desk package at the direction of the Administrative Officer.c. Searches for data within Banner and Student FAST and extracts information into reports.d. Completes and processes various forms and distributes through the appropriate channels ensuring accuracy, completeness, and promptness;e. Assists with the preparation or updating of Faculty information lists, as required by the Administrative Officer or the Deanf. Assists with the production of accreditation documents and program review submissions, ensuring adherence to deadlines;g. Prepares Course Enrolment Reports from Banner and distributes to the Dean, department Chairs/ Coordinators, and Administrative Officers;h. Maintains social media presence in support of programs, as needed;i. Prepares and distributes Poem of the Month posters.7. Provides reception for the Faculty of Language Literature and Performing Arts.a. Provides information on LLPA programs and courses, public arts events, Faculty-wide and College wide events;b. Handles all incoming telephone calls, answering questions, providing information, making referrals and taking messages;c. Receives and sorts all incoming mail;d. Ensures private lesson instructor timesheets get approved by the Dean and are submitted to Payroll;e. Organizes confidential shredding pick-ups in accordance to deadlines set by Facilities;f. Maintains department bulletin boards, ensuring information is current and accurate;g. Establishes and maintains courteous, professional and effective working relationships with staff, faculty, administrators, and external contacts.8. Performs other duties.a. Provides back-up support for other administrative positions in LLPA to cover vacation, medical leaves and modified days;b. Performs a variety of administrative duties as assigned by the Administrative Officer and 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:
  • exercise initiative within a team and promote a positive work environment
  • 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
  • function effectively in an environment where professionalism, confidentiality and sensitivity are of primary importance
  • work independently under minimum supervision to meet deadlines and to establish priorities
  • prepare agendas and minutes, as well as compose correspondence and reports with an emphasis on grammar, punctuation and writing skills
  • apply and work within relevant policies and procedures
  • keyboard accurately at 50 wpm
  • use MS Word, Excel, and PowerPoint at an advanced level including database creation and management, electronic mail, internet and web applications
  • Experience using BANNER database and Adobe InDesign is an asset
• Good working knowledge of modern office practices and procedures with a proven ability to coordinate information

Quick Apply

• Terms & Conditions
• New Privacy
• Privacy Center
• Accessibility

For Job Seekers

• Browse Jobs
• Advanced Job Search
• Emplois Quebec

For Employers

• Post a Job

Stay Connected