Administrative Associate

2 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. 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 Administrative Associate, Humanities & Social Sciences contributes to the success of Douglas College and its community of learners by providing administrative support for the delivery of education services within the Faculty of Humanities & Social Sciences, while providing exceptional client-centered service to all stakeholder groups.**Responsibilities**
- 1. Facilitates Student success in Humanities & Social Sciences.
- b. Identifies and problem solves issues specific to Limited Enrolment programs, and refers students to applicable college departments as required.
- c. Advises students on Limited Enrolment program content and course selection.
- d. Advises students on registration issues regarding prerequisites, and inputs registration overrides as directed by department Chair/Coordinator or Dean.
- e. Communicates difficult information to applicants and students, and diffuses situations with students who are agitated or distressed, referring them to the department Chair/Coordinator, Dean, or Administrative Officer as needed.
- f. Refers students to other resources, such as, Registrar’s Office, Academic Advising, Assessment Services, Student Services, Financial Aid, Learning Centre, as appropriate.
- g. Sends notifications to Limited Enrolment program students regarding program information, deadlines, special events and job opportunities.
- h. Sends job opportunities and special event information to Limited Enrolment program Alumni.
- 2. Facilitates program success in Humanities & Social Sciences.
- a. Provides administrative support to department chairs and coordinators for H&SS programs, Limited Enrolment programs, and courses.
- b. Monitors Limited Enrolment program waitlists and creates reports, which include, current applicant admission data and status from Banner, for the Coordinator to ensure full capacity each term.
- c. Assists with identifying potential issues related to Limited Enrolment Program student admission and success, and makes recommendations to Department Coordinator or Administrative Officer to improve and streamline processes.
- d. Assists Chairs and Coordinators with program advertising and promotion for Limited Enrolment programs which may include attending local career fairs and distributing program literature to provincial high schools, local libraries, and other local agencies.
- e. Updates program information on the College website and in program literature (brochures, information booklets, presentation slides, etc.) as directed by department Coordinator or Administrative Officer.
- g. In collaboration with department Coordinators, assists with the logistics of meetings related to H&SS programs, which includes, maintaining accurate membership lists, scheduling meetings, room booking, prepares public agendas and minutes, catering, formatting and distributing letters of appreciation, when required, and interacting and communicating with external parties with professionalism and decorum.
- h. Assists with program accreditation procedures and program reviews, which involves preparing, collating, and submitting documents, ensuring adherence to accreditation deadlines.
- i. Assists with department award ceremonies and college graduation ceremonies.
- 3. Course Scheduling.
- b. Distributes the documents, deadlines, and instructions for the course timetable of classes to departmental Chairs and Coordinators for processing within assigned College deadlines.
- c. Proofs the timetable submission to identify potential errors, and advises changes based on common scheduling practices to Chairs and Coordinators.
- d. Assigns courses to classroom pavilion rooms based on efficient use of space to ensure adherence to the college matrix and maximum classroom utilization, ensuring a high level of accuracy within a short turnaround time and constant interruptions. May make suggestions to Deans on how to schedule some courses to maximize classroom utilization.
- e. Represents the Faculty in College-wide classroom swap meetings to fill specialty room requests and unaccommodated course sections.
- f. Forwards the Final Exam Schedule to Chairs & Coordinators and tracks that submissions are received, and that assigned College deadlines are adhered to.
- g. Forwards course schedule proofs to Chairs & Coordinators and tracks that submissions are received, and that assigned College deadlines are adhered to.
- h. Proofs the course schedule to ensure that one-off and specialty room requests have been assigned for classes.
- 4. Provides administ

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