Continuing Education-program Assistant Ii

5 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**
- Provides a high level of administrative support to Continuing Education in support of non credit courses, programs and services. Provides exceptional client-centred service on a consistent basis to all stakeholder groups**Responsibilities**
- Provides administrative assistance to Continuing Education Coordinators.
- a. contacts instructors for repeat courses regarding such issues as course and program implementation needs, course dates, policy and established financial items, referring financial and policy changes/concern to Continuing Education Coordinator
- b. creates and updates course registration information in Banner system, assigning course identification codes and liaising with Enrolment Services and Finance as required;
- c. ensures required on-site services in support of courses are provided, including room bookings, equipment, materials, and food services;
- d. advises Continuing Education Coordinator on administrate requirements for new courses and contracts as developed;
- e. establishes and maintains routine course and program follow-up systems, including such items as evaluations forms, certificates and mailing lists
- f. gathers and summarizes student evaluations and produces evaluation reports for the instructors and the Continuing Education Coordinator;
- g. updates and maintains the CE website, including drafting updates to content, using Sitecore;
- h. reviews, revises, updates, enters and produces such computer documents as course information sheets,
- student records, instructor records, class lists, waiting lists, mailing lists and course cancellation information;
- i. produces correspondence and edits and formats a variety of material, including course materials and manuals;
- j. organizes ,schedules and prepares information sessions throughout the year
- k. liaises with external stakeholders for contract preparation purposes
- l. ensures off-site facilities are contracted, as required;
- m. establishes and maintains an effective filing system for the program area(s).
- n. create Service Agreements which includes the tracking of invoicing and coordinating with SSRM and Finance to confirm billing accuracy. Create web requisitions in FAST Finance for appropriate Service Agreements and invoices.
- 2. Provide Marketing Support to CE Coordinator.
- a. Create and administer the distribution of all published content (images, videos and flyers) in print, online and through social media
- b. Build and maintain social media contacts with past and potential students (community engagement)
- c. Curate the use of conference-specific social media apps
- d. Build and maintain student engagement through social media channels
- e. Visit human services agencies, at the direction of Coordinators, to promote programs
- f. Promoting and marketing CE programs at provincial and national levels (conferences)
- g. Assist Coordinator to facilitate information sessions, both scheduled and impromptu at local, regional and national levels (conferences etc.)
- h. assists in the preparation of promotional material and packages, editing content and style, using specialized software;
- 3. Responds to student requests.
- b. assists, counsels, and advises students regarding CE course selection;
- d. provides general information regarding Continuing Education and the College
- 4 Provides support to CE instructors.
- a. coordinates exams and invigilates as required;
- b. tracks and resolvers students issues (i.e. Outstanding student grades);
- c. prepares contracts for instructors, prepares and provides college orientation information for new instructors;
- d. coordinates with Human Resources, Payroll, Facilities, Learning Resources, CEIT, and Bookstore as required;
- e. establishes documentation standards and produces final layout version of course materials for publication in online courses;
- f. processes student evaluations and instructor evaluation data using confidential collection processes;
- g. coordinates regular instructor meetings, including agenda preparation and logistics; records minutes at instructor meetings.**To Be Successful in this Role You Will Need**
- Completion of two year post-secondary education
- Professional experience with using different social media channels including some experience with LinkedIn and Hootsuite
- Excellent working knowledge of English (written and verbal) with emphasis on spelling and grammar and experience in advertising and marketing, or equivalent combination of training, education and experience
- A demonstrat

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