Faculty Administrative Assistant

6 months ago

Coquitlam, 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 Faculty Administrative Assistant contributes to the success of Douglas College and its community of learners by providing a variety of administrative, logístical, and technical support in the Faculty of Applied Community Studies while providing exceptional client-centered service on a consistent basis to all stakeholder groups, internal and external, as well as administrative support for the Deans and Office Manager.**Responsibilities**
- 1. Provides administrative, procedural and logístical support for the Dean, Faculty and committees
- a. Formats and produces memos, letters, reports, diagrams, forms, minutes, etc. from drafts or notes;
- b. Establishes and maintains effective working relationships with staff, faculty, administrators and external contacts;
- c. Organizes various Faculty meetings; prepares agendas, records and produces minutes and related correspondence and distributes in a timely manner;
- d. Organizes and maintains electronic and manual files for the Faculty, purges and ensures security of information;
- e. Maintains an adequate stock of standard office supplies and upkeep of photocopy rooms.
- f. Assists with logístical duties including arranging room bookings and catering for a variety of departmental activities;
- g. Organizes meetings and activities on behalf of the Deans and Faculty, and attends as required;
- h. Assists in compiling information and/or statistics for reports or other material including the distribution of material;
- i. Prepares and produces a variety of routine Enrolment Services and Human Resources documents and forms and processes through appropriate channels ensuring the tracking of paperwork and processing to ensure timely completion;
- j. Identifies, recommends, develops and participates in the implementation of strategies to improve efficiency and effectiveness of office operations for new and existing programs;
- k. creates and updates internal procedures for staff and faculty, as well as participates in the development of Standard Operating Procedures for Department and Faculty processes, in consultation with the Administrative Officer;
- l. Assists in moves, as instructed, to accommodate logistic needs and space planning. Assists in dealing with issues and problems in the process of moving on semester basis and any other administrative duties related to office location, including signage, key request, charts, phone lists;
- 2. Provides student and faculty member support in FACS
- a. Receives, opens, prioritizes and sorts all incoming mail, noting action required;
- b. Handles all telephone calls, answering questions, providing information, making referrals and taking messages;
- c. Greets and provides information to visitors, determines appropriate actions and makes appropriate referrals;
- d. Provides program and procedural information and assistance to students;
- e. Provides general information regarding FACS programs and events and other College services;
- f. Diffuses situations with students who are agitated and distressed, referring to the Deans, as needed;
- h. Maintains currency of FACS information through a variety of sources (digital and print) and updates the Faculty internet and intranet websites;
- i. Responds to requests for information and other inquiries on behalf of the Dean including communicating with Faculty personnel to obtain information;
- j. Coordinates logistics for events, books rooms, catering, and interpreters for a variety of activities;
- 3. Course Scheduling/Timetabling
- a. Coordinates assignment of courses to classroom pavilions based on efficient use of space, ensuring adherence to the College matrix and timelines, and resolves scheduling conflicts with Program Coordinators;
- b. Represents the Faculty in College-wide classroom swap meetings to accommodate specialty room requests and TBA courses;
- c. Reviews Class Schedule Change forms received by the faculty and coordinators, ensuring accuracy, before submitting to Records Department;
- d. Analyzes timetable submissions and Course Schedule Reports thoroughly with high attention to detail.
- 4. Produces a variety of documents and correspondence for internal and/or external distribution
- a. Creates, formats and produces letters, forms charts and spreadsheets; proofreads, edits, formats documents, and booklets (e.g., Onboarding Guide for New Employees);
- b. Administers and coordinates the operations of Faculty meetings, i.e., Faculty Education Council (FEC), Coordinators, Program Advisory Committee (PAC), F

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