Full Time Shift Assistant

Position Title Program Assistant II (The Training Group) Posting Number 02187SA Location See Work Arrangements Grade or Pay Level S - Pay Level 12 Salary Range $28.67 per hour (with wage increments to a max of $32.01 per hour). Position Type Support Staff - Regular Posting Type Internal/External Regular/Temporary Regular Employment Type Full-Time Posting Category Staff Start Date 05/20/2024 End Date Day of the Week Mondays to Fridays Shift 9:00 AM - 4:30 PM Work Arrangements
This full-time (35 hours per week) position is available starting May 20, 2024 at our Surrey location. Regular hours of work are Monday to Friday, 9:00 am to 4:30 pm. Shift days and times may change depending on the Department's need. This position is located at the Surrey campus; however, the successful candidate must be available for occasional work at the New Westminster, Coquitlam, and other TG campuses.
Provides a high level of administrative assistance to Training Group, the College's contract training department, which provides customized training, services and employment solutions for individuals, businesses, industry and government. Provides administrative and logistical support to the Training Group (TG) department, program employees, and Community and Contract Services Programmers ( CCSP ), with the set-up and maintenance of a diverse portfolio of contract-based government funded programs.
Faculty/CCSP's, Coordinators, Job Developers, Career Coaches, and Facilitators) with issues related to course and program implementation needs, course dates, registration and requirements, and financial supports ;
Ensures that the required on and off-site site services and materials in support of courses are provided, including room bookings, equipment, materials, food services, and third-party training (e.g.: Establishes and maintains routine course and program systems, including such items as online satisfaction surveys, attendance reporting, certificates and mailing lists;
Provides assistance to Facilitators in supporting clients with familiarization of Blackboard during course start-ups;
Ensures promotional material and packages are available and distributed to program team and community members;
Consistently works with various in-house and government databases to input and maintain accurate client information, and ensures that Training Group program/contract requirements and processes are adhered to for audit purposes and maintenance of Training Group's ISO 9001:2015 certification.
Updates new and existing client data including ranging from basic participant and demographic information to information about language and skills assessments, education, labour market status, client outcomes and more in the TG's Client Management System ( CMS );
Inputs detailed client data into ministry/funder (Ministry of Advanced Education, Ministry of Social Development and Poverty Reduction, Municipal Affairs, IRCC , and ESDC ) provided databases and portals;
Maintains and adheres to the College's Records and Information Management ( RIM ) file structure, and Training Group's file saving practices and use of SharePoint;
Supports and promotes program compliance to the requirements of Training Group's Quality Management System ( ISO 9001:2015) by defining processes, procedures, regulatory requirements and ensuring that Training Group program documentation adheres to these requirements as defined in all of those areas;
Participates in internal and external ISO audits, assists with root cause analysis and corrective action of non-conformities;
Provides ongoing assistance to Training Group (TG) clients from a wide range of backgrounds and vulnerable populations such as youth, older workers, persons with disabilities, survivors of violence, immigrants, Indigenous peoples, and residents in remote regions of BC, etc.
Provides reception services interacting with potential and existing clients using a variety of communication methods (e.g.: in-person, email, text, telephone, Teams, etc.);
Manages project inventory, tracks distribution and receipt of bus tickets and gift cards to clients;
Provides general technical support to clients encountering difficulties accessing college systems (e.g.: Blackboard, Zoom, MS Teams, Network access, CNA credentials, Office 365, Outlook, and college WIFI );
Assists with registration, all program activity, special project and other departmental support activities as required;
Provides training to new staff and coverage for both vacation and staff absences;
Completion of one-year certificate in Office Administration or Administrative Diploma with a minimum of two years of directly related work experience in an educational institution and/or contract training environment; or an equivalent combination of training, education and experience.
Demonstrated ability to keyboard 40 wpm accurately, together with proven ability to use computer applications such as Microsoft Office Suite (Word, Excel, Teams, Outlook, SharePoint), Adobe Pro, and Web Survey tools.
Experience using ministry/government databases and/or Client Relationship Management systems is an asset.
Proficiency with Customer Service concepts such as building customer loyalty, handling difficult issues, and managing customer service.
Proven ability to take and prepare minutes, organize and systemize office processes; as well as prepare general office correspondence, business letters, client satisfaction reports, and other related program/department documents.
Strong English language skills together with demonstrated written communication skills.
Ability to communicate courteously and in a highly effective manner in person, in writing and over the telephone with staff, faculty, administrators, government and ministry personnel, current and prospective clients, including those with multiple-barriers or limited English skills ( ESL ).
Ability to understand the College's operating procedures, and perform related duties based on Training Group programs and service requirements.
Ability to ensure that the requirements of Training Group's Quality Management System are followed in accordance with TG's ISO 9001:2015 certification.
Demonstrated ability to learn software programs and systems quickly and effectively.
Ability to maintain confidential files and records on participants adhering to Freedom of Information and Protection of Privacy practices of the College and of Training Group's Funders.
Access to a vehicle and a valid BC Driver's license or reliable alternative transportation is an asset but not required.
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.
Interested applicants must submit their application and all required documents online on the Douglas College Career Site . Douglas College is one of the largest colleges in British Columbia, offering a variety of bachelor's degrees, diplomas, university transfer options, career training programs and much more.We have campuses in New Westminster and Coquitlam as well as a training centre in Surrey and are home to more than 14,000 credit students each year as well as an additional 20,000 who take non-credit programs.If you want to do what you love and be good at it, Douglas College is the place for you.
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