Operations Supervisor, Student Affairs and Services

6 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**
- To provide administrative and supervisory support to functions within Student Affairs and Services to ensure adequate service delivery. Coordinates the functions performed by staff and communicates with faculty coordinators to facilitate effective operations.**Responsibilities**

**1. Performs a variety of administrative support functions to facilitate effective operations.**
- facilitates staff input into budgeting and department planning processes and participates in the planning process;
- analyzes, plans, recommends strategies to increase the efficiency and effectiveness of operations together with new or existing activities/programs that can best meet student needs;
- develops and revises policies, procedures and processes and ensures that operations performed by staff are consistent with college policies, operations manuals and health and safety standards;
- develops budgets for staffing new activities and projects and manages auxiliary budget in accordance with established guidelines;
- ensures procedures and schedules are in place to maintain/replace equipment;
- monitors expenditures against approved budgets, resolving discrepancies.

**2. Supervises the daily operation of positions under their responsibility.**
- applies the BCGEU collective agreement to daily decision-making within established standards;
- hires and evaluates staff including providing orientation and ensuring the provision of appropriate training and professional development;
- provides input into staff job descriptions;
- approves staff work schedules and time sheets;
- coordinates and approves vacation schedules and other absences;
- ensures adequate coverage for areas within responsibility, within existing budget parameters.

**3. Performs a variety of tasks related to the provision of information to students and others.**
- responds to requests for services as well as student inquiries, directing students to appropriate personnel/procedures;
- receives and handles student concerns and complaints;
- ensures that services records and other data are collected and reported including preparation of written reports, recommendations and analyses on issues related to the operations under supervision.

**4. Performs other related duties.**
- coordinates staff input into the development, evaluation and revision of educational materials;
- maintains ongoing liaison with faculty coordinators and other college personnel in order to facilitate effective operations;
- performs the duties of subordinate positions for which they are qualified.

**To Be Successful in this Role You Will Need**
- 1. Bachelor’s degree in a relevant field at a recognized post-secondary institution with three year’s practical experience working in an education setting assisting high needs or an equivalent combination of education, training and experience.
- 2. Demonstrated supervisory skills: organizational skills; ability to plan and schedule work flow; ability to hire, train and motivate employees; ability to work in an ever-changing environment.
- 3. Good working knowledge of the educational objectives and operations within Student Affairs and Services, including service philosophy and staffing logistics. Good working knowledge of typical issues facing students entering the college and effective ways to assist students to overcome these barriers.
- 4. Experience working in at least one of the positions supervised under this job description or in positions of equivalent purpose and responsibility at Douglas College or similar organization.
- 5. Demonstrated capability to perform competently as a substitute in all of the positions supervised.
- 6. Good working knowledge of the English language together with excellent oral and written communication skills.
- 7. Criminal Record Check is required as a condition of employment as per the Criminal Record Check Act.
8. A demonstrated ability to:
- communicate effectively with people from varied cultural backgrounds including persons with disabilities.
- Develop and implement operating procedures and documentation.
- compose correspondence and reports and maintain records.
- work independently with a minimum of direct supervision, as well as to establish and achieve deadlines.
- manage budgets.
- recognize, analyse and resolve problems. Demonstrated aptitude for working with people in stressful situations and managing conflict in a proactive, empathetic and assertive manner.

9. Excellent interpersonal skills including demonstrated ability to develop, establi

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