Faculty Administrative Assistant

6 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**
- The Faculty Administrative Assistant contributes to the success of Douglas College and its community of learners by providing a variety of administrative, logístical, and technical support in the Faculty of Applied Community Studies while providing exceptional client-centered service on a consistent basis to all stakeholder groups, internal and external, as well as administrative support for the Deans and Office Manager.**Responsibilities**
- 1. Provides administrative, procedural and logístical support for the Dean, Faculty and committees
- a. Formats and produces memos, letters, reports, diagrams, forms, minutes, etc. from drafts or notes;
- b. Establishes and maintains effective working relationships with staff, faculty, administrators and external contacts;
- c. Organizes various Faculty meetings; prepares agendas, records and produces minutes and related correspondence and distributes in a timely manner;
- d. Organizes and maintains electronic and manual files for the Faculty, purges and ensures security of information;
- e. Maintains an adequate stock of standard office supplies and upkeep of photocopy rooms.
- f. Assists with logístical duties including arranging room bookings and catering for a variety of departmental activities;
- g. Organizes meetings and activities on behalf of the Deans and Faculty, and attends as required;
- h. Assists in compiling information and/or statistics for reports or other material including the distribution of material;
- i. Prepares and produces a variety of routine Enrolment Services and Human Resources documents and forms and processes through appropriate channels ensuring the tracking of paperwork and processing to ensure timely completion;
- j. Identifies, recommends, develops and participates in the implementation of strategies to improve efficiency and effectiveness of office operations for new and existing programs;
- k. creates and updates internal procedures for staff and faculty, as well as participates in the development of Standard Operating Procedures for Department and Faculty processes, in consultation with the Administrative Officer;
- l. Assists in moves, as instructed, to accommodate logistic needs and space planning. Assists in dealing with issues and problems in the process of moving on semester basis and any other administrative duties related to office location, including signage, key request, charts, phone lists;
- 2. Provides student and faculty member support in FACS
- a. Receives, opens, prioritizes and sorts all incoming mail, noting action required;
- b. Handles all telephone calls, answering questions, providing information, making referrals and taking messages;
- c. Greets and provides information to visitors, determines appropriate actions and makes appropriate referrals;
- d. Provides program and procedural information and assistance to students;
- e. Provides general information regarding FACS programs and events and other College services;
- f. Diffuses situations with students who are agitated and distressed, referring to the Deans, as needed;
- h. Maintains currency of FACS information through a variety of sources (digital and print) and updates the Faculty internet and intranet websites;
- i. Responds to requests for information and other inquiries on behalf of the Dean including communicating with Faculty personnel to obtain information;
- j. Coordinates logistics for events, books rooms, catering, and interpreters for a variety of activities;
- 3. Course Scheduling/Timetabling
- a. Coordinates assignment of courses to classroom pavilions based on efficient use of space, ensuring adherence to the College matrix and timelines, and resolves scheduling conflicts with Program Coordinators;
- b. Represents the Faculty in College-wide classroom swap meetings to accommodate specialty room requests and TBA courses;
- c. Reviews Class Schedule Change forms received by the faculty and coordinators, ensuring accuracy, before submitting to Records Department;
- d. Analyzes timetable submissions and Course Schedule Reports thoroughly with high attention to detail.
- 4. Produces a variety of documents and correspondence for internal and/or external distribution
- a. Creates, formats and produces letters, forms charts and spreadsheets; proofreads, edits, formats documents, and booklets (e.g., Onboarding Guide for New Employees);
- b. Administers and coordinates the operations of Faculty meetings, i.e., Faculty Education Council (FEC), Coordinators, Program Advisory Committee (PAC),

  • Faculty Administrative Assistant

    6 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...

  • Faculty Administrative Assistant

    6 months ago

    Coquitlam, Canada Douglas College Full time

    **Work Arrangements** - Please indicate on your cover letter which shift you are interested in: - Option 1: 8:00am to 1:30pm - Option 2: 11:00am to 4:30pm - Shift days and times may change depending on the Department’s need. Occasional evening and/or weekend work may be required. Douglas College (DC) is committed to supporting a healthy work/life balance...

  • Administrative Assistant, Health Sciences

    6 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...

  • Faculty - Health Information Management

    7 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...

  • Education Administrator

    6 months ago

    Coquitlam, Canada Motionasia.ca Full time

    Job Offer: Education Administrator About Us: Position Overview: Education Administrator Position Type: Part Time Location: Great Vancouver, British Columbia, Canada **Salary**: Competitive salary commensurate with experience Start Date: Negotiable **Job Description**: As a Education Administrator you will play a pivotal role in guiding the educational...

  • Administrative Assistant

    6 months ago

    Coquitlam, Canada Vancouver Career College Full time

    We are happy to say that we are looking for an **“Administrative Assistant " to join Vancouver Career College at Coquitlam, BC** **Position Job Title: Administrative assistant** **Location**:Coquitlam, BC** **Reports to: Campus Director** **Job Type: Full time** **Work Type: Onsite** **Working hours**:1 pm to 9:30 pm (Flexible to work on some...

  • Administrative Assistant

    3 months ago

    Coquitlam, Canada Prairie Mobile Communications Full time

    _**Are you a positive, professional, customer focused, energetic individual who wants to help their team succeed by keeping things organized and efficient?**_ Prairie Mobile Communications is seeking an Administrative Assistant to join our team at our WTS Wireless location in Coquitlam, BC. This is a permanent full-time opportunity. **Key Duties**: -...

  • Experiential Learning Specialist

    6 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...

  • Experiential Learning Specialist

    6 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...

  • Administrative Assistant

    1 month ago

    Coquitlam, Canada Launch Rehab Full time

    **Overview** The Administration Team plays a crucial role in ensuring the smooth and efficient operations of the company. As a member of the Administration Team, you will be responsible for managing various administrative tasks, providing support to therapy team, and maintaining accurate records. The role provides customer service and administrative...

  • Administrative Assistant

    4 weeks ago

    Coquitlam, Canada Launch Rehab Full time

    **Overview** The Administration Team plays a crucial role in ensuring the smooth and efficient operations of the company. As a member of the Administration Team, you will be responsible for managing various administrative tasks, providing support to therapy team, and maintaining accurate records. The role provides customer service and administrative...

  • Administrative Assistant

    6 months ago

    Coquitlam, Canada Coquitlam Centre Dental Clinic Full time

    Coquitlam Centre Dental Clinic is seeking detail-oriented administrative assistant to help keep our office running smoothly on a day-to-day basis. We are a large dental clinic and rely heavily on our admin. **Duties include**: - Pulling and organizing charts for the following day(s) - Filing charts and various documents - Creating new patient charts - Some...

  • Administrative Services Assistant

    2 months ago

    Coquitlam, British Columbia, Canada beBee Professionals Full time $35,000 - $45,000

    We are seeking a highly detail-oriented and organized Administrative Services Assistant to join our team at beBee Professionals in Coquitlam. As an Administrative Services Assistant, you will be responsible for providing administrative support to our office operations, ensuring that our office runs efficiently and smoothly.Key Responsibilities:Provide...

  • Office/administrative Assistant

    6 months ago

    Coquitlam, Canada PuroClean Property Damage Services Full time

    Company Description: PuroClean is a fast paced and rapidly growing company located in Coquitlam/Langley area that provides first class emergency restoration service. We offer competitive wages, training, and opportunities for growth. We are currently seeking an Office/Administrative Assistant who will provide general administrative support, data entry and...

  • Experiential Learning Specialist

    4 weeks ago

    Coquitlam, Canada Douglas College Full time

    **Work Arrangements**What Douglas Offers** - We offer the opportunity to do what you do best in an inclusive, collaborative and collegial environment. At Douglas, our goal is to ensure our people are valued and supported by promoting a healthy work-life balance, professional growth, and development, as well as a safe and respectful workplace. -...

  • Administrative Services Assistant

    2 months ago

    Coquitlam, British Columbia, Canada beBee Professionals Full time $35,000 - $45,000

    Job Summary:We are seeking a highly organized and detail-oriented Administrative Assistant to support our office operations at beBee Professionals in Coquitlam. As a key member of our team, you will be responsible for ensuring the smooth day-to-day functioning of our office, providing administrative support to our staff, and maintaining accurate records.Key...

  • Administrative Assistant

    3 months ago

    Coquitlam, Canada Prairie Mobile Communications Full time

    **Post Date**: 2024-09-24 **Closing Date**: Open until filed **Location**: Coquitlam, BC **_ Are you a positive, professional, customer focused, energetic individual who wants to help their team succeed by keeping things organized and efficient?_** **The Role**: **Qualifications**: - A minimum of one (1) year experience in a reception/front desk/...

  • Program Administrative Assistant

    6 months ago

    Coquitlam, Canada CLUB AVIVA Full time

    **Job Title**: Program Administration Assistant **Responsibilities**: - Assist head coaches with administrative tasks, including assisting organizing some special events and managing schedules. - Solve problems proactively to ensure smooth program operations. - Manage EFT (Electronic Funds Transfer) transactions as needed. - Maintain and communicate...

  • Administrative Services Assistant

    3 months ago

    Coquitlam, British Columbia, Canada beBee Professionals Full time $35,000 - $45,000

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to support our office operations at beBee Professionals in Coquitlam. As a key member of our team, you will be responsible for ensuring the smooth day-to-day functioning of our office.Key ResponsibilitiesProvide exceptional administrative support to our team, including...

  • Accounting and Administrative Assistant

    2 months ago

    Coquitlam, Canada Bevco Sales International Inc. Full time

    **WHO ARE WE?** BEVCO is a leading provider of conveyor and packaging machinery solutions, serving customers across Canada, USA, and Latin America. With a commitment to customer satisfaction and on-time delivery, we specialize in delivering quality made products and exceptional service to meet the needs of diverse industries. We are seeking a dedicated and...