Program Coordinator, Sports Institute

6 months ago

New Westminster, Canada Douglas College Full time

**Work Arrangements**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 Program Coordinator, Sports Institute, is the primary point of contact for the operations and oversees the administrative responsibilities to ensure compliance with related policies and procedures. This position coordinates and performs the administrative processes required to support the non-credit Continuing Education Adult and Youth Program operations. The Program Coordinator provides supervision to the positions that support the Continuing Education Adult and Youth Programs with operational direction from the Faculty Programmer. This position reports to the Manager, Athletics and Recreation Operations. This role provides exceptional client-centred service on a consistent basis to all internal and external stakeholder groups.**Responsibilities**

**1. Oversees administrative operations of the Sports Institute**
- a. acts as the primary point of contact for the Sports Institute, coordinating and performing the administrative functions required for effective operations of all programs;
b. ensures compliance with college and departmental policies, procedures and processes;
c. receives direction from the Faculty Programmer to monitor staffing budgets, reports and records;
d. ensures adherence to Health & Safety Guidelines in regard to accidents/injuries that occur within the work environment;
e. creates a variety of materials including procedures, manuals documentation standards and course materials;
f. oversees and performs duties such as responding to inquiries, preparing correspondence, forms and reports and data management;
g. performs regularly scheduled inventory and inspection of course materials, equipment and supplies, making purchase recommendations;
h. establishes and maintains an effective filing system for the Sports Institute;
i. coordinates with Human Resources, Payroll, Facilities, Learning Resources, CEIT, and Bookstore as required;
j. travels to Coquitlam Campus, and or designated sites to assist with operational needs.
- **2. Performs administrative support functions for Continuing Education and Youth Programs**
- a. liaises with instructors to facilitate program, course and programming requirements, including course dates, policies, and financials; referring changes or concerns to the Faculty Programmer;
b. provides on-site services support for programs, courses and activities, including room bookings, equipment, materials, and food services;
c. establishes and maintains routine program, course and activity follow-up, including such items as evaluations forms, certificates and mailing lists;
d. gathers and summarizes student evaluations and produces evaluation reports for the instructors and the Faculty Programmer;
e. prepares promotional material and packages including editing content and style;
f. maintains webpages, and electronic message boards to keep the college community informed of Sports Institute information, programming and events;
g. creates and updates course registration information in Banner, assigning course identification codes and liaising with the Enrollment Services and Finance as required;
h. assists with the maintenance of the Learning Management System (_i.e. Blackboard_) including updating course materials, adding new students, archiving student records, uploading and removing documents and identifying required revisions;
i. produces, reviews, updates and enters documents such as course information sheets, student records, instructor records, class lists, waiting lists, mailing lists and course cancellation information;
j. assesses and collects fees including processes fee adjustments;
k. assists with registration and other departmental support activities as required;
l. coordinates regular instructor meetings, including agenda preparation and logistics; records minutes at instructor meetings.
- **3. Provides support to students and Instructors**
- b. advises on CE course selection and ensures prerequisite requirements are met;
c. orients new students to the Learning Management System and counsels them on preparing for online learning;
d. provides ongoing troubleshooting on the Learning Management System to students and instructors;
e. coordinates exams and invigilates as required;
f. tracks and resolves student issues (i.e., outstanding student grades).

**4. Supervises the daily operations of positions under responsibility**
- a. supervises and coordinates daily work operations to achieve service standards, goals and efficiencies;
b. ensures adequate staffing coverage within

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