Department Assistant

3 weeks ago

Vancouver, Canada Vancouver Community College Full time

**Pclass #**
- SS090**Job Summary**

**Who We Are**
- We acknowledge that Vancouver Community College (_
- VCC_
- ) is located on the traditional unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial._
- For over 55 years, VCC has been a leader in innovative, experiential post-secondary learning. We’re one of B.C’s top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.- At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.-
- This position is responsible for assisting department heads in a variety of administrative tasks related to the smooth functioning of the departments.**Job Duties/Responsibilities**
- 1. Provides administrative support, which includes responding to questions from students, other departments and external agencies; transcribing and circulating minutes of meetings; preparing documents, reports and schedules; drafting routine correspondence; distributing mail and updating the department website.
- 2. Assists instructors with a variety of tasks including:

- a. Contacting substitute instructors to schedule services, providing their orientation and ensuring they have the necessary information to perform their duties effectively.
- b. Orienting new term instructors and assigning voice box numbers accordingly.
- c. Providing emergency support to instructors, which may include showing videos, supervising tests, arranging for make-up tests, administering and collecting assignments and collecting/returning library materials.
- d. Keeping accurate accounts of class enrolments and updating and maintaining records accordingly.
- e. Coordinating field trip requisitions and arranging for cash deposit.
- 3. Books rooms for courses, seminars, exams, faculty interviews, etc. Responds to equipment maintenance requests and emergency requests regarding classroom needs.
- 4. Prepares contract requests for terms and maintains records of term workload.
- 5. Assigns activities and projects to Program Assistant and monitors and evaluates activities. Provides back up in his or her absence.
- 6. Coordinates internal and external distribution of advertising materials. Prepares and packs promotional materials for special events. Prepares and maintains bulletin board displays in hallways and classrooms.
- 7. Organizes and maintains filing system. Stores/disposes of materials as per PIPA regulation.
- 8. Monitors, orders, and maintains office supplies and stationery for the department and the photocopier room.
- 9. Performs other related duties as required.**Qualifications**
- Education and Experience- Grade 12 supplemented by computer courses and additional specialized training of over 1 year in business administration and over 2 years’ related experience or an equivalent combination of training and/or experience may be substituted for the required qualifications.

Skills and Abilities- Proven interpersonal skills with the ability to work both independently and collaboratively as a member of team. Ability to establish and maintain effective working relationships with students, staff, instructors and administrative personnel. Personable, patient, and able to deal with a variety of people and personalities.
- Strong organizational skills and ability to perform a wide variety of clerical tasks.
- Ability to use discretion and mature judgement in relating to people, giving out information and solving problems. Ability to maintain confidentiality regarding departmental and personnel matters.
- Superior communication skills and an excellent command of written and spoken English.
- Considerable knowledge of the organization, content and registration procedures of College related departments and programs.
- Proficiency in MS Word, Excel, Publisher, Outlook and Student Information Systems (Banner preferred) and the internet. Minimum speed of 50 nwpm.
- Ability to work under pressure and to deadlines.
- Creative, resourceful, adaptable and solution-oriented.

**Salary Range - Prorated based on FTE**
- PAYGRADE 22 $1,876.74 - $2,197.93 paid bi-weeklyPosting Detail Information

**Employment Group**
- Support Staff (CUPE)**Type of Position**
- Permanent**Employment Type**
- Full Time**Department**
- ENGLISH AS AN ADDITIONAL LANGUAGE**Primary Location - This position may require you to work at all VCC locations.**
- Broadway**Is this posting only for internal applicants?**

**Position End Date - For Temporary Positions**

**Vacation Blackout Dates**
- The first and last 2 weeks of each Pathways term, and 1 week before the start of each te

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