Administrative Associate

3 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**
- To provide direct administrative support to the Registrar and Associate Registrars. Provides exceptional client centred service on a consistent basis to all stakeholder groups thereby contributing to the success of Douglas College.**Responsibilities**

**1. Facilitates Student success in Enrolment Services.** b. Identifies and problem solves issues specific to the Enrolment Services, and refers students to applicable areas and College departments as required.
c. Advises students on registration issues including holds and prerequisites, inputting overrides as directed by Registrar/Associate Registrar.
d. Communicates difficult information to applicants and students, and diffuses situations with students who are agitated or distressed, referring them to the Registrar, Associate Registrar or Administrative Officer as appropriate.
e. Triages and refers students to other Enrolment Services resources, such as, Assessment Services, Academic Advising, Admissions, Continuing Education, Financial Aid, Graduation, and Records. May also refer to areas outside the Enrolment Services including, Aboriginal Services, Cashier, COOP, Learning Centre, Office for New Students, Student Services and Faculty field bases as appropriate.
f. Sends notifications to students regarding processes related to petitions, probation, requests to repeat courses, criminal record checks, requests for increase to credit limits ensuring College policies and procedures are followed.
g. Advises students on Veteran Affairs inquiries as it relates to applying, registering and funding for courses.

**2. Facilitates service success in Enrolment Services.**
- a. Compiles and reviews applicant and student files for completeness, and informs Registrar/ Associate Registrar/Administrative Officer of information gaps.
b. Assists with identifying potential issues related to student admission, registration and success, and makes recommendations to Registrar/Associate Registrar or Administrative Officer to improve and streamline processes.
c. Assists department by creating and distributing literature (posters, brochures, and letters) to internal and external stakeholders.
d. Updates information on the College website, intranet, forms, presentation slides, etc. as directed by Registrar, Assoc. Registrars or Administrative Officer.
e. Orders name tags, business cards and door plates for all employees including Student assistants as needed.
f. Receives and reviews transfer credit agreements/Memorandum of Understanding(s) from other institutions each semester ensuring information is current for Enrolment Services.
g. Participates in coordination of Graduation as member of this committee.

**3. Course Repeat Requests and Criminal Record Checks.**
- a. Receives and processes course repeat requests from students, preparing and incorporating documentation from BANNER and Laserfiche, distributing to the appropriate Deans office for review and decision making.
b. Tracks the course repeats ensuring submissions are received by Faculty areas and processed within assigned College deadlines.
c. Advises the Enrolment Services and Dean’s office of time-sensitive requests.
e. Is point of contact with Ministry of Justice for criminal record checks, in particular those that require additional investigation.
f. Advises and updates Finance dept regarding anomalies with criminal record checks.
g. Assists students and faculty areas with queries related to criminal record checks ensuring security and confidentiality as per the Freedom of Information and Protection of Privacy Act.
h. Maintains and updates the criminal record check FAQS on the College website.

**4. Provides administrative, procedural and logístical support for the Department and Registrar/Associate Registrar’s Office.**
- a. Prepares agendas, records minutes, and related correspondence for Enrolment Services Meetings, staff meetings, graduation meetings, and other Department meetings, as directed.
b. Books college rooms and catering for a variety of activities as requested by Registrar, Associate Registrar and staff. Assists with planning and executing professional development events for the Enrolment Services.
c. Coordinates the Desk Availability booking schedule for the Enrolment Services.
d. Contacts Facilities with requests for BSW and help desk technical support.
e. Provides procedural information to employees of department regarding departmental and college-wide policies and standard practices.
f. Provides input for the developm

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