Department Assistant, Ceit

4 weeks ago

New Westminster, 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. We’re a community of citizens who are engaged — with each other and, increasingly, with the world. Being one of the best colleges in Canada isn’t just talk - it’s something we work at every single day.

**The Role**
- To provide direct administrative support to the Administrative Officer, CIO, management and staff of the Centre for Educational & Information Technology (CEIT) including answering a multi-line switchboard quickly and effectively, and by assisting with a variety of receptionist, clerical and administrative duties. Provides exceptional client-centred service on a consistent basis to all stakeholder groups following established processes, procedures and classification systems.**Responsibilities**

**1. Provides switchboard and reception support for the College and**
**CEIT**
**.**
a. answers calls for the College and ensures they are handled quickly and effectively;
- b. answer questions, provide assistance, makes referrals and routes calls to the appropriate person/department if needed;
- c. maintains and/or updates department and College directory systems as assigned;
- d. provides information, service and assistance to visitors and employees;
- e. keeps current with events and important dates to further help clients on the phone and in person.
- **2. Provides clerical, administrative, procedural and logístical support for**
**CEIT**
**.**
a. handles all telephone calls, answering questions, providing information, making referrals and taking messages;
- b. greets and provides information to visitors, determines appropriate actions and makes appropriate referrals;
- c. responds to requests for information and other inquiries including communicating with departmental personnel to obtain information;
- d. handles asset distribution ensuring appropriate signatures are received and related documentation is filed/distributed as per established processes.
- e. in collaboration with the Administrative Officer, assists with the preparations of meeting schedules, minutes, notes and agendas;
- f. records and distributes notes/minutes for department and committee meetings as assigned;
- g. books rooms and catering for a variety of activities;
- h. performs a variety of duties in support of special projects assigned by the Administrative Officer;
- i. as directed by the Administrative Officer and in consultation with the Production Assistants, reviews information on the College websites and provides feedback on CEIT brochures/communications;
- **3. Produces a variety of documents and correspondence for internal and/or external distribution including but not limited to**:
a. formats, composes, prepares and produces routine correspondence including memos, letters, reports, forms, course outlines, manuals, minutes as assigned;
- b. compiles information for reports, including data entry, sorting and organizing data as requested;
- c. processes a variety of records, documents and forms through appropriate channels, ensuring accuracy and completeness, purging as necessary, and ensuring security of confidential materials.
- **4. Ordering, receiving and invoice Coordination.**
a. orders and receives supplies and equipment as directed/requested by managers and staff, via the appropriate systems, coding to the appropriate cost centres;
- b. receives goods in department;
- c. confirms the receipt of goods with shipping;
- d. confirms Production Assistant(s) have related packing slip documentation;
- e. as requested by the Administrative Officer, organizes invoices for payment and ensures related documentation is filed/distributed as per established processes, arranging for appropriate signatures if requested;
- f. updates asset inventory as instructed;
- g. escalates issues to the Administrative Officer as needed.
- **5. Office Coordination**
a. maintains inventory of forms, office and printer supplies, distributing as instructed;
- b. ensures kitchen, photocopy and supply cabinets are adequately stocked and orderly;
- c. updates mailboxes and office nameplates for CEIT employees.
- **6. Performs other duties as assigned.**
a. provides support for the Administrative Officer as needed;
- b. maintains training on other department clerical support positions to cover for absences as needed and / or training of auxiliary staff.**To Be Successful in this Role You Will Need**
- Good working knowledge of English together with strong oral and written communication skills.
- Completed a one year program in office administration or in a related field at a recognized post-secondary institution (diploma/ bachelor’s degree preferred) combined with a minimum of two years related work experience, or an equivalent combination of education, training, and experience
- Proven strong communication skills, including the ability to deal pleasantly and effectively on the telephone with people of all age

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