Program Assistant Ii

3 weeks ago

New Westminster, Canada Douglas College Full time

**Work Arrangements**
- This regular, full-time (35 hours per week) position is available starting May 6, 2024. Regular hours of work are Monday to Friday, 8:30am to 4:30pm. Shift days and times may change depending on the Department’s need. Occasional work arrangements at off campus locations or other Douglas College campuses will be required, as will occasional evening and/or weekend work.**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 Program Assistant II, Career Centre Programs provides a high level of administrative support functions for the programs and operations of the Business Development Department. Supports programs offered by the Career Centre, including promotional support, updating the CareerHUB CRM and providing information to students, faculty and external stakeholders regarding Career Centre programs. Provides exceptional client-centred service on a consistent basis to all stakeholder groups.**Responsibilities**

**1. Provides administrative support for Career Centre Programs, and the Administrative Officer, Business Development**
- b. Reviews and approves job postings for CareerHUB (Orbis) from employer contacts with careful attention to detail to maintain integrity of the database and confidentiality of student information.
- c. Maintains a high level of accuracy while managing high volume multi-tasking in a busy public environment.
- e. Assists with maintenance of the departmental budget; purchasing and the documentation of expenditures against the budget.
- f. Ensures that Career Centre programs and services are provided, including room bookings, Concourse table bookings, equipment, materials and additional services.
- g. Maintains and purges electronic and manual records, program files and student files.
- h. Tracks Career Centre services activity levels for reporting including Career Centre event registration and website usage, Co-op enrollment, training participation and other key data points related to Career Centre programs.
- i. Enters program identification codes to update program tracking and Co-operative Education modules in CareerHUB (Orbis).
- j. Manages the enrollment process into Co-op “Prep” and Co-op “Seeking” phases of the program, sets up Co-operative Education work terms for students in CareerHUB (Orbis CRM).
- k. Liaises with Faculties and manages hiring contracts for Faculty Advisors for each Co-op Work Term student.
- l. Assists with CRM database issues: liaises with the CRM database lead in the Career Centre, tracks and communicates status of updates and resolutions to the Department.
- n. Assists in promoting the Career Centre programs to prospective students and employers.
- o. Assists with arranging special workshops/events.
- **2. Provides information and assistance to students, faculty and employers**
a. Uses judgement and discretion to diplomatically respond to enquiries, skillfully managing expectations, occasionally in difficult circumstances, while maintaining cordial relations.
- b. Accurately evaluates and escalates to the Administrative Officer or Director of Business Development where stakeholders need managing at a higher level.
- c. Provides information to students on program enrollment procedures, admission requirements, program commitments, and documentation required for participation and liaises with Coordinators, Career Centre Programs to book appointments and ensure students successfully enroll into programs.
- d. Performs reception duties; receives visitors and telephone calls, answers questions, makes referrals to appropriate personnel and takes messages.
- **3. Performs other related duties**
a. Reviews student documentation for accuracy and completeness.
- b. Inspects and manages Career Centre premises, monitoring safety of layout, removing outdated posters and notices and ensuring supplies and equipment are available for workshops and program-related activities.
- c. Prepares mailings to prospective employers.
- d. Supports arranging on-campus recruiting events for Career Centre programs.**To Be Successful in this Role You Will Need**
- Completion of two year post-secondary education or equivalent combination of education and relevant work experience;
- A minimum of two years of related work experience (working in a Career Development Services, Job Creation, Outplacement or equivalent certification such as the Career Development Practitioners’ Certificate would be an asset);
- Ability to maintain high level of sensitivity to cyber security issues entailed in account approvals to maintain integrity of CRM database and online student

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