Administrative Associate, Commerce and Business

7 months 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**
- Administrative Associate provides administrative support to the Dean and Faculty of Commerce and Business Administration by assisting with a variety of receptionist, clerical and administrative duties. Provides exceptional client-centred service on a consistent basis to all stakeholder groups.**Responsibilities**

**1. Facilitates Student success in Faculty of Commerce and Business Administration.** b. Identifies and problem solves issues specific to CBA Limited Enrolment programs, and refers students to applicable college departments as required.
c. Advises students on CBA 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, Administrative Officer or other department 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 postings.
h. Sends job postings opportunities to Limited Enrolment program Alumni, along with other CBA special event information.
i. Exam Validation Report by semester to make sure final exams are scheduled as instructed.
- **2.** **Facilitates program success in Commerce and Business Administration.**
- a. Monitors CBA Limited Enrolment program waitlists and assists with Open Enrollment Program course waitlists monitoring, creates reports, which include, current applicant admission data and status from Banner, for the Coordinator and Associate Dean to ensure full capacity each term.
b. Assists with identifying potential issues related to Open Enrolment Program and Limited Enrolment Program student admission and success, and makes recommendations to Department Coordinator or Administrative Officer to improve and streamline processes.
c. Assists Chairs and Coordinators with program advertising and promotion for Open Enrolment Program and Limited Enrolment programs by attending local career fairs; creating and distributing program literature (brochures, letters) to local community and local agencies.
d. 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.
e. Orders name tags and door plates for CBA faculty members, new hires and students in practicum courses.
g. In collaboration with department Coordinators, assists with the logistics of Professional Advisory Committees (PAC), which includes, maintaining accurate membership lists, scheduling meetings, room booking, preparing public agendas and minutes, catering, formatting and distributing letters of appreciation, when required, and interacting and communicating with external PAC members 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 CBA college graduation ceremonies, various conferences and Accreditation Official site visits.
- **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 Chairs 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 pro

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