Operations Assistant, Continuing Studies

7 months ago

Vancouver, Canada Emily Carr University of Art + Design Full time

**Job Title**
- Operations Assistant, Continuing Studies**Permanent Full-Time Position**

**8:30am to 4:30pm / Monday to Friday**

**(Telecommuting Options Available)**

**Pay Grade G ($50,714 to $54,295 per annum)**

Emily Carr University of Art + Design is a school of students, teachers, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.As the Operations Assistant in Continuing Studies, you will have a key role in ensuring the successful planning and implementation of Continuous Studies Programs. As part of a collaborative team, this position is responsible for providing administrative support in scheduling and logistics, information and communications, instructor engagement, and enrolment data tracking. The position also assists the Manager of Operations with business processes and general operational support.
- **Benefits of Joining the Emily Carr community**:

- Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
- Membership in the Municipal Pension Plan.
- Access to personalized telecommuting options.
- Competitive Vacation and Professional Development benefits.

**Some Typical Duties**:

- Collects, updates, and maintains Continuing Studies (CS) program and course data (including descriptions, time, instructor information, material lists, prerequisites) in relevant databases and platforms including Colleague, Connect, CS website, and other systems as needed.
- Coordinates scheduling of CS Courses, including surveying instructor availability, booking rooms, updating assigned instructors in Colleague, and updating other systems as needed.
- Coordinates term planning schedule, workflows, and deadlines in consultation with the Manager of Operations.
- Coordinates department calendars for information sharing within CS and across ECU departments.
- In consultation with Program Managers, facilitates the preparation, distribution and return receipt of instructor contract packages, including contracts, confidential payroll forms, college pension plan documents, and instructor information.
- Under the direction of the Manager of Operations, enters payroll information into Colleague database.
- Monitors and reports on registration statistics. Initiates course confirmations and cancellations in consultation with the Manager of Operations. Notifies instructors, students, and staff of course status throughout the term.
- Generates regular statistical reports and analyses to inform data-driven decision-making and planning. Creates customized queries using Informer Web Reporting, as needed.
- In consultation with CS leadership, updates and publishes information related to administrative procedures and policies.
- In consultation with the Executive Director and Manager of Operations, liaises with University departments for information sharing and encouraging the smooth operation of Continuing Studies programs and courses.
- Performs other related duties as required.

**Required Qualifications**
- Two-Year Diploma from a recognized post-secondary University.
- Minimum three years’ administrative experience, preferably in an educational or post-secondary setting.
- Experience with course and registration systems (for example, Colleague) preferred; experience with data input, analysis, and maintenance an asset
- Or an equivalent combination of education and experience.
- Some knowledge of art education and the BC system of advanced education, public training institutions and continuing or adult education is preferred.
- Office administration skills with considerable knowledge of office procedures and systems.
- Good working knowledge in Microsoft Office Suite, with an emphasis on Excel.
- Excellent organizational and time-management skills.
- Ability to coordinate complex schedules, and to accommodate and adapt quickly to change.
- Ability to exercise sound judgement, tact, diplomacy, and confidentiality.
- Ability to work independently, work effectively under pressure, handle continuous workflow with minimum supervision and a high level of accuracy and attention to detail.
- Demonstrated initiative, ability to prioritize tasks and meet deadlines.
- Ability to collaborate with others and build effective working relationships within and across departments
- Proven written and oral English language skills. Ability to communicate effectively with instructors, stu

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