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Administrative Coordinator

2 months ago

Toronto, Ontario, Canada Douglas College Full time
Job Summary

This role provides administrative support to the Registrar and Associate Registrars at Douglas College. The successful candidate will be responsible for providing exceptional client-centred service to all stakeholder groups, contributing to the success of the college.

Key Responsibilities
  1. Student Success and Enrolment Services
  • Advise students on Enrolment Services requirements and policies, deadlines, and processes.
  • Identify and problem-solve issues specific to Enrolment Services and refer students to applicable areas and college departments as required.
  • Communicate difficult information to applicants and students, and diffuse situations with students who are agitated or distressed.
  • Triage and refer students to other Enrolment Services resources, such as Assessment Services, Academic Advising, Admissions, Continuing Education, Financial Aid, Graduation, and Records.
  • Send notifications to students regarding processes related to petitions, probation, requests to repeat courses, criminal record checks, and requests for increase to credit limits.
Service Success and Enrolment Services
  • Compile and review applicant and student files for completeness and inform the Registrar/Associate Registrar/Administrative Officer of information gaps.
  • Assist with identifying potential issues related to student admission, registration, and success, and make recommendations to improve and streamline processes.
  • Assist with creating and distributing literature to internal and external stakeholders.
  • Update information on the college website, intranet, forms, presentation slides, etc., as directed by the Registrar, Associate Registrars, or Administrative Officer.
  • Order name tags, business cards, and door plates for all employees, including student assistants, as needed.
Course Repeat Requests and Criminal Record Checks
  • Receive and process course repeat requests from students, preparing and incorporating documentation from BANNER and Laserfiche, and distributing to the appropriate Deans' office for review and decision-making.
  • Track course repeats to ensure submissions are received by Faculty areas and processed within assigned college deadlines.
  • Advise the Enrolment Services and Dean's office of time-sensitive requests.
  • Submit criminal record check requests to the Ministry of Justice as needed for students for admission.
Administrative Support and Logistics
  • Prepare agendas, records minutes, and related correspondence for Enrolment Services meetings, staff meetings, graduation meetings, and other Department meetings, as directed.
  • Book college rooms and catering for various activities as requested by the Registrar, Associate Registrar, and staff.
  • Coordinate the Desk Availability booking schedule for the Enrolment Services.
  • Provide procedural information to employees of the department regarding departmental and college-wide policies and standard practices.
Document Production and Correspondence
  • Produce professional communications in the form of letters, emails, spreadsheets, forms, agendas, and meeting minutes.
  • Format, produce, and distribute letters to students or other parties on behalf of the Registrar/Associate Registrar.
  • Forward or compose email correspondence to the Registrar/Associate Registrar, staff, faculty, departments, and students.
Reception and Front Counter Services
  • Receive and place telephone calls on behalf of the Enrolment Services and determine and execute appropriate actions and referrals.
  • Greets visitors to the Enrolment Services and determines appropriate actions, such as providing information or making referrals.
  • Provides assistance, which may include procedural information or booking an appointment for faculty and students.
Other Related Duties
  • Perform a variety of duties in support of special projects assigned by the Registrar/Associate Registrar or Administrative Officer.
  • Maintain and update procedure manuals.
Requirements
  • Completed a one-year program in Office Administration or a related field at a recognized post-secondary institution (diploma/bachelor's degree preferred) combined with a minimum of two years related work experience, or an equivalent combination of education, training, and experience.
  • Good working knowledge of English together with strong oral and written communication skills.
  • Good working knowledge of the applicable college policies and procedures.
  • Proven ability to be flexible and adaptable in a dynamic, ever-changing environment.
  • Demonstrated ability to recognize, analyze, and resolve problems.
  • Proven ability to handle sensitive, confidential student, staff, and faculty information in a professional manner.
  • Demonstrated ability to communicate courteously and effectively in writing, in person, or on the telephone with staff, faculty, administrators, and students.
  • Maintain good working relationships with other employees.
  • Promote a positive and respectful work environment.
  • Manage conflict appropriately and professionally.
  • Keyboard accurately at 50 wpm.
  • Use MS Word, Excel, Access, and PowerPoint at the advanced level, including the ability to create and manage databases and use electronic mail, internet, and web applications.
  • Proven experience with current business-office technology, practices, and procedures.
  • Demonstrated ability to work independently under minimum supervision to achieve assigned deadlines and ability to independently establish priorities for work assigned.