Coordinator, Dean’s Office, Indigenous Education

1 week ago

Vancouver, Canada Vancouver Community College Full time

**Pclass #**
- S9875

**Who We Are**

We’re one of B.C’s top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.

This role may include fortnight which allows employees to work 7-3/4 hours each regularly scheduled workday allowing for an additional day off every 2-week period.

**Here are some of the great work that has been done in the College**

**Position Summary**
- The Coordinator, Dean’s Office is an integral member of the department and is responsible for providing administrative support for strategic and operational activities of the department with a minimum of supervision to ensure the smooth operation of the Dean’s Office. The position requires strong communication skills, independent initiative, problem-solving, organizational abilities, and effective use of technology. The role manages daily operations and communications from the Dean’s Office, project and event management, oversees timelines and processes, and plans and prepares for School related meetings. The role maintains a high degree of confidentiality and must act with high levels of tact and diplomacy when dealing with issues of a sensitive nature.

**Duties & Responsibilities**
- Provides administrative support to the Dean and Dean’s Office leadership, internal/external committees, and organizations. Manages activities that fall under the jurisdiction of the Dean, including daily operational processes, including office and calendar management.
- Acts as a point of contact between the Dean’s office and other College departments. Works with Academic Associate Directors, Operations Managers, Department Leaders and other Dean’s Office Coordinators to ensure alignment in communications, ensuring any sensitive communications are reviewed with the Dean prior to distribution.
- Establishes and maintains effective working relationships with all constituencies of the College including administration, faculty, support staff, students, external stakeholders and the public.
- As directed by the Dean, coordinates special projects and events based on approved school plan, timelines, budget, and in compliance to the college’s policies and procedures. Coordinates all communications with internal/external stakeholders locally and overseas. Organizes related activities to support special projects or events.
- Coordinates meetings and provides administrative support for chaired meetings including preparation and distribution of agenda and back up materials, attending meetings, preparing and circulating minutes. Effectively communicates decisions, deliverables, action items, and important information following meetings to the appropriate individuals and internal/external stakeholders.
- Produces correspondence, minutes, reports and presentation materials under their own initiative, composing, signing, and distributing correspondence related to delegated administrative matters.
- Responds to correspondence, greets and provides information to visitors, determines appropriate actions, and makes appropriate referrals.
- Researches, compiles and submits information regarding topics or issues requiring Dean’s attention. Maintains departmental statistics as appropriate for future decision-making purposes.
- Establishes and maintains efficient system for records and information management. Ensures privacy and security of records and information. May include the petty cash account.
- Provides guidance to support staff to carry out administrative tasks and responsibilities in compliance with college policies and procedures.
- Assists in the coordination of support staff activities and training, sponsored by the Dean’s Office.
- Supports the Associate Director in providing leadership, direction, and scheduling of support staff.
- Under the direction of the Dean and in collaboration with the Associate Director, Finance and other Academic leaders, prepares, coordinates and monitors financial budget, including reviewing monthly Finance reports, preparing and recording quarterly and year-end budget information, with insight in each department’s unique needs.
- Analyzes large volumes of data, identifies and notifies the Dean of discrepancies and assist with the reconciliation of the Colleges financial records. Supports data analysis activities including collecting data from various sources and platforms and compiling and verifying data for planning or reporting purposes. Synthesizes data and creates reports, backgrounders, and summaries to support the Dean in data-driven decision making.
- Monitors consistency and accuracy between employee salary records and forecasted budget.
- Creates requisitions from operating and capital budgets, tracks purchases, reconciles and prepares invoices for payment.
- Reconciles monthly corporate card statement.
- Enters and maintains contracts in the college’s contract record system.
- Liaises with other departments, faculties and

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