Administrative Assistant, Health Sciences

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**
- This role provides administrative, procedural, logístical and technical support to the Health Sciences Simulation Centre and the Faculty of Health Sciences; and delivers exceptional client-centred service to all stakeholder groups. This position reports to the Manager, Experiential Learning Operations, Health Sciences.**Responsibilities**

**1.**
**Provides services and support to staff, faculty, students, administrators and external stakeholders on behalf of the Health Sciences Simulation Centre.**
- a. provides information and resolves questions from visitors, students, faculty, staff and other internal or external visitors to the Health Sciences Simulation Centre by advising on booking processes for lab/sim/practice rooms, equipment inventory, rental procedures, submission deadlines, and resolving other concerns related to the Communication Labs and Mediasite;
b. manages complaints from students and faculty related to booking conflicts or equipment set-up;
c. triages complex and sensitive issues;
d. greets and directs external vendors (e.g., Hillrom, Laerdal, CAE, Stevens, etc.) who are at the Sim Centre to fix or install existing or new equipment;
e. collaborates with program coordinators to obtain up-to-date information on Health Sciences programs, such as number and list of students, faculty teaching lab, semester schedules, new technology, changes in programming to ensure that the Sim Centre has sufficient and appropriate equipment to handle the scheduled courses and that there are no conflicts in the bookings;
f. develops and maintains relationships with other areas of the College and external contacts, and manages their booking requests of the sim centre for rentals and other use, equipment requests, and more;
g. establishes and maintains effective collaborative working relationships with staff, faculty, students, and administrators by providing timely and effective solutions to a wide range of requests, questions and concerns.**2.**
**Supports students and faculty members in the use and set-up of Simulation Centre equipment, and oversees lab scheduling for the Sim Centre ensuring smooth course delivery and uninterrupted student learning experiences.**
- a. provides support to faculty for Mediasite use, including creating links for student recordings in the labs and live streaming options in the classrooms; as well as troubleshooting for faculty online and in the communication labs when the equipment is malfunctioning or the faculty member is unable to navigate through the program;
c. books labs and simulation rooms in the Health Sciences Simulation Centre as required, while ensuring lab space meets each faculty’s requests as well as course requirements and schedule;
d. ensures accurate timing between scheduling to avoid course overlap and provide sufficient time for the take down and set-up of equipment and supplies for the following class;
e. develops and coordinates Simulation Centre bookings and scheduling, consulting as necessary with other members of the Simulation Centre team, Health Sciences program assistants, program coordinators, lab faculty and administrators as needed, to ensure all programs have access to lab space and no bookings conflict or overlap rooms;
f. maintains the Simulation Centre schedule (Labs, Sims, Open Practice) using specialized software;
g. assists with logístical duties including arranging room bookings and set-up for Health Sciences Simulation Centre activities;
h. provides program and procedural information and assistance to faculty and students, including directions to rooms and Sim Centre hours, instructions for submitting open practice requests for students and requisitions for faculty, equipment rental for students, available equipment in the Sim Centre, etc.;
i. assesses the urgency of competing issues and makes informed decision that maintains the service and effective operations of the office.**3.**
**Provides administrative support, data analysis and content development to the Health Sciences Simulation Centre.**
- b. prepares, formats and produces a variety of documents and correspondence for internal and/or external distribution, ensuring accuracy and completeness (e.g. request for lab or sim booking, open practice booking, request for equipment loan, receipt of lab requisitions);
c. develops and distributes the Health Sciences Simulation Centre yearly newsletter and Open House correspondence, and develops signage instructions around the Sim Centre;
d. updates content on the He

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