Administrative Associate
3 days ago
**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.**
- a. Advises students of services available from Enrolment Services, requirements, policies, procedures, and deadlines..
b. Identifies and problem solves issues specific to Enrolment Services, and refers students to applicable areas at the College.
c. Advises students on registration issues including holds and prerequisites, inputting overrides as directed by Registrar and/or Associate Registrars.
d. Communicates difficult information to applicants and students, and diffuses situations with students who are agitated or distressed, referring them to the Registrar, Associate Registrars or Office Manager as appropriate.
e. Triages and refers students to Enrolment Services resources, such as Assessment Services, Admissions, Continuing Education, Graduation, Records, Student Success Advising, and/or Transfer Credit. May also refer to areas outside of Enrolment Services, such as Career Services, Learning Resources, Student Affairs & Services, Future Students’ Office, Douglas International, and/or Faculty field bases as appropriate.
f. Sends notifications to students regarding processes related to exception requests, probation, course repeat requests, criminal record checks, credit limit increase requests ensuring College policies and procedures are followed.
**2. Facilitates service success in Enrolment Services.**
- a. Compiles and reviews applicant and student files for completeness, and informs Registrar, Associate Registrars, and/or Office Manager of information gaps.
b. Assists with identifying potential issues related to student admission, registration and success, and makes recommendations to Registrar, Associate Registrars, and/or Office Manager 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, and/or Associate Registrars.
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 a member of this committee.
h. Responds daily to inquiries from students ensuring responses meet College and department service levels.
**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 course repeats requests ensuring submissions are received by Faculty areas and processed within assigned College deadlines.
c. Advises Enrolment Services and Deans’ office of time-sensitive requests.
e. Is a point of contact with Ministry of Justice for criminal record checks, in particular those that require additional investigation.
f. Advises and updates Finance department 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 and/or Associate Registrars**
- 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 and/or Associate Registrars. Assists with planning and executing professional development events for Enrolment Services.
c. Coordinates the Desk Availability booking schedule for Enrolment Services.
d. Contacts Facilities with requests for Building Services Work and help desk technical support.
e. Provides procedural information to Enrolment Servi
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