Faculty Office Manager

2 weeks ago


New Westminster, Canada Douglas College Full time

**Work Arrangements**
- This regular full-time position is available starting January 3, 2023. Regular hours of work are 8:30 am to 4:30 pm, Monday to Friday. Travel between Douglas College’s campuses will be required.**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 Office Manager contributes to the success of Douglas College by planning, organizing and managing administrative services and work processes within the faculty of Commerce and Business Administration. Employing administrative best practices, the Faculty Office Manager maintains an efficient and well-coordinated administrative infrastructure and provides administrative and confidential support to the Dean.
- The incumbent exercises considerable independence, discretion, judgment, and initiative in engaging with both the internal College and external community. Reporting to the Dean, the Office Manager provides exceptional client-centred service on a consistent basis to all stakeholder groups.**Responsibilities**
- The Faculty Office Manager is accountable for the following:
**I.**
**People**
1. Provides leadership and direction to support staff
- 2. Responsible for the supervision of support staff, including the coordination of support staff activities, orientation, coaching and guidance of staff, evaluation of work quality, performance management and, where necessary, the discipline process.
- 3. Assesses staffing requirements and makes recommendations for new positions, modification of existing positions and changes to the staff complement.
- 4. Leads the recruitment and selection process for support staff, including hiring, orienting, and identifying and organizing support staff professional development.
- 5. Ensures policies and collective agreements are adhered to and serves as a resource for matters relating to policy, procedures, and governance.
- 6. Fosters an engaging and civil workplace environment and represents the Faculty and the College appropriately to the internal College community and outside agencies and officials.
- **II.**
**Administration and Reporting**
1. Assesses and improves administrative procedures to enhance efficiency and cost-effectiveness, promoting a culture of continuous improvement.
- 2. Leads special projects and initiatives, as assigned by the Dean or Associate Dean, including reviews of administrative and work processes.
- 3. Researches, prepares, and distributes a variety of documents and materials, including those of a complex and/or highly sensitive nature. Documents include contracts, reports, proposals and other information for strategic planning and decision-making. This also includes budget submissions of staff modeling, contingency planning, minutes of confidential meetings, performance evaluations, and makes recommendations as appropriate.
- 4. Coordinates the dissemination and documentation of changes in processes and/or reviews of financial, human resources, and health and safety initiatives, policies and procedures.
- 5. Establishes and maintains efficient systems for records and information management. Ensures privacy and security of records and information.
- 6. Provides confidential administrative support to the Dean, Associate Dean, and Director as necessary. Represents management in the BCGEU grievance process and provides input for collective bargaining.
- 7. Liaises with internal departments such as Human Resources, Purchasing, Payroll, Finance, Registrar’s Office, Centre' for Students with Disabilities, Student Services, Office for New Students, Douglas College Student Business Association, and Facilities, as required, to work towards common goals and develop processes and plans to support the activities of the Faculty. Makes
- recommendations to the Dean, Associate Dean and Director.
- **III**
**. Quality Management Support: Ongoing Accreditation Process**
1. Prepares and distributes quality management system documents for accreditation
- 2. Provides guidance and direction to faculty accreditation coordinator.
- **IV. Contractor Relations**
1. Responds to contractor enquiries and facilitates resolution of administrative issues.
- 2. Establishes efficient systems for tracking performance and addressing issues and anomalies.
- **V.**
**Purchasing Resources**
1. Prepares purchase requisitions and specifications and ensures authorization is attained, as necessary, to facilitate the timely purchase of services and supplies.
- 2. Reviews purchase quotations.
- 3. Maintains supplier and vendor files.
- 4. Addresses defective or unacceptable new goods or services with users, vendors and ot


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