Campus Operations Coordinator - Jobs in Penticton, BC

Job Description

Position InformationPosition Number S00324Position Title Campus Operations CoordinatorDivision/Portfolio Regional Dean, South and SimilkameenDepartment/Program Regional Deans Office, South and SimilkameenLocation PentictonOther Flexible Work OptionsYour OpportunityUnder the limited supervision of the Regional Dean, South Okanagan Similkameen, the Campus Operations Coordinator is responsible for the efficient daily operation of the campus facilities; supervising and overseeing the Support Staff in the Regional Campus Support Department (Facilities) and non-regular Support Staff in the Regional Dean’s office and at the Regional Centres; providing administrative support to the Regional Dean and Manager, Campus Life and Administration; assisting in the preparation of budgets, reports, proposals and resolutions; providing for the efficient function and resource needs of the Regional Dean’s office; and coordinating and administering the application, admissions and registration functions at the campus. Acting as a central point of contact for administrative staff, faculty, instructors, internal departments and external agencies, the Campus Operations Coordinator requires a broad understanding of all departments, educational programs and operational requirements, in order to coordinate daily operations, respond to emergencies, finalize room scheduling of educational programs, as well as problem-solve day-to-day issues.Functions and Duties1. Assists in the coordination of Regional Campus Support Department (Facilities) and, as required, non-regular Support Staff in the Regional Dean’s office and at the Regional Centres;2. Coordinates additional security coverage on campus when required; provides daily oversight and direction to the campus security staff; ensures that adequate custodial and security levels are maintained; approves activities by external agencies which take place on campus;3. Ensures that the campus is properly cleaned, maintained and repaired; assesses and makes recommendations on renovation requirements, furniture refurbishment and replacement; reviews new course proposals to assess whether the campus has adequate facilities to meet space needs; identifies and makes recommendations on potential lease space4. Manages the Campus classroom and office allocations; coordinates logistics and organizes and schedules conferences, workshops, meetings, etc; identifies and resolves scheduling conflicts; laboratories and examinations for the campus in alignment with the educational plan; ensures effective, high space utilization; provides information on Campus space needs for various classes/programs and makes recommendations on potential lease space; participates as a member of the Regional Academic Planning Committee and College-wide Scheduling Committee5. Assists with the organizing of community, information and special events6. Acts as a point of contact for the Campus; assesses and attempts to resolve complaints or issues; contributes to client satisfaction by ensuring a quick and appropriate response to complaints, concerns and suggestions from employees, customers and students7. Provides administrative support to the Regional Dean and the Manager, Campus Life and Administration in the preparation of confidential and sensitive correspondence, minutes, agendas, documents and reports; maintains filing and record systems including bring-forward systems; schedules appointments, makes travel arrangements, arranges conferences, meetings and internal workshops8. Assists in the preparation of all operating and capital budget submissions for the annual OC budget process;9. Monitors and ensures accuracy of expenditures and budgetary changes to all accounts and disseminating information to the Regional Dean and other staff as applicable; ensures accuracy of payment forms for invoices, staffing forms, and expense claims; monitors the Okanagan College Foundation accounts for the campus10. Prepares private service contracts as required11. Prepares financial information and other statistical information for annual reports for submission to the post-secondary Ministry, College and other contractors Contributes to Development, implements and monitors campus policies and procedures to support the objectives of the campus and the College12. Assists with the Campus recruitment and selection processes; prepares postings and advertising requests; coordinates selection activity including arranging for non-regular support staff, as required; may sit on or chair selection committees; notifies candidates of the outcome of the hiring process where appropriate; completes reference checks13. Liaises with the Manager, Health & Safety and other departments as required to address and resolve health & safety concerns on the campus in accordance with Okanagan College policies and procedures; organizes and supervises campus fire drills; ensures that employees are familiar with the relevant health and safety regulations and receive proper instruction in safe work practices and accident prevention14. Works closely with the Manager, Security and Crisis Management and other departments as required to address security concerns on campus; allocates the annual campus security budget and develops the annual campus security schedule; coordinates additional security coverage on campus when required; provides day to day oversight and direction to the campus security staff15. Responds to daily emergency facility situations, ensuring that appropriate College personnel and community first-responders are notified, and that the Regional Dean is consulted and apprised as appropriate in the circumstances16. Supervises cashier sessions within the Regional Dean’s Office in the absence of the Manager, Campus Life and Administration; ensures cashiering procedures are adhered to; reviews and signs off on cashier sessions and bank deposits; provide written explanation of any variances that occur; ensures written approval from the Regional Dean/Registrar for any credit card exceptions made; provides ongoing training to all new and existing cashiers; limits the number of staff who can access the vault; ensures that cash drawers are properly secured at all times17. Coordinates and assists in the development and preparing promotional materials18. Participates in College-wide committees and various ad hoc committees, teams and task forces and may chair or clerk committees as directed by the Regional Dean19. Performs other duties as assignedEducation and ExperienceTwo years post-secondary education in Office Administration or relevant field required. A minimum of four years related experience required including two years supervisory or office management experience; previous experience in office administration and/or facilities management preferred.Skills and Abilities

• Demonstrated supervisory skills
• Excellent organizational, administrative and problem-solving skills with superior attention to detail and accuracy
• Must be flexible and able to manage high work volume and conflicting priorities in order to meet deadlines
• Excellent research skills with ability to synthesize data/information and develop/deliver findings and recommendations
• Proven project management skills and excellent organizational, as well as, budgeting and financial
• management skills
• Creative problem solver
• Excellent computer skills with proficiency using Microsoft Office and complex databases, as well as the ability to generate and analyze reports

Preferred QualificationsDesired Start Date 12/12/2022Position End Date (if temporary)ScheduleM-F, 8:30-4:30 some evenings, and weekendsAnnual Salary/Hourly Rate $55,787 - $63,784Appointment Type Support - Regular Full-timeSpecial Instructions to ApplicantsShortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and Human Resources if they want a Union Observer during interviews and final selection of candidates.Employee Group SupportQuick Apply

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

For Job Seekers

• Browse Jobs
• Advanced Job Search
• Emplois Quebec

For Employers

• Post a Job
• SimplyHired OnDemand

Stay Connected