Administrative Officer I
2 weeks ago
The Role
The Administrative Officer I contributes to the success of Douglas College and its community of learners by providing daily supervisory and administrative support for the Faculty of Commerce and Business Administration as well as support to the Dean in the process of strategic educational planning while providing exceptional client-centered service consistently to all stakeholder groups.Key Success Outcomes:
- Department and client satisfaction – service delivery
- Relationship with the internal team and community stakeholders
- Facilitate effective operations
Responsibilities 1. Supervises the daily operation of positions under his/her responsibility.
a. participates in the development of staffing plans; performs administrative tasks related to staff coverage (i.e. Vacations and modified days, time sheets and employee information records, for support and auxiliary staff); markers and student assistants.
b. provides ongoing guidance and training to staff in setting and achieving established
standards;
c. coordinates and approves staff work and vacation schedules and other absences; and timesheets;
d. conducts performance evaluations and schedules monthly meetings with support staff under his/her responsibility;
e. directs work of a routine and non-routine nature and establishes priorities where applicable.
2. Provides a variety of administrative support functions.
a. participates in and assists with the recruitment of staff;
b. coordinates with human resources department to have positions posted;
c. assists with new hire selection process including providing orientation and ensuring the provision of appropriate training;
d. provides input into the review and update of staff job descriptions;
e. identifies, recommends and participates in the implementation of strategies to increase efficiency and effectiveness of administrative operations together with new or existing programs and projects that can best meet the needs of the faculty;
f. coordinates and inputs Banner data for CE programs requiring college registration.
3. Produces a variety of documents and correspondence for internal and external distribution.
a. coordinate the preparation and circulation of plans and accompanying documents;
formats and produces memos, letters, reports, and forms from drafts or notes;
b. prepares agenda packages, records and produces formal minutes and related correspondence for meetings, ensuring timely distribution of materials;
c. prepares and produces documents including budget requests, grant proposals,
employment contracts, etc.;
d. compiles information and/or statistics for reports or other material including distribution;
e. maintains a variety of paper and electronic records for the Faculty, purging and archiving as necessary and ensuring security of confidential materials.
4. Administers projects by working independently and with direct supervision to:
a. provide administrative support for projects as delegated;
b. communicate with faculty, staff and with other stakeholders, as directed, about progress and directions for educational planning;
c. participates in the development of policies, objectives and long-range planning; assists
with the development and maintenance of tracking and evaluation programs to assist in accomplishment of established goals;
d. research and summarize information for projects from a variety of data sources,
institutions; either on-line or in person;
e. maintain and track information related to project budgets, timelines and achievement of goals;
f. provide verbal and written reports on project progress and outcomes.
5. Performs other related duties.
a. establishes, fosters and maintains an effective working relationship with staff, faculty,
administrators and external contacts;
b. coordinate and organize the planning of events such as fund raising and/or department and record outcomes as required;
c. coordinate meetings with other faculties and with other institutions to discuss collaborative opportunities;
d. follows up on contacts and requests on behalf of the Dean and report outcomes;
e. collects information from internal and external sources related to a variety of issues or problems.
To Be Successful in this Role You Will Need 1. To have successfully completed a diploma-level program in Office Administration or a related field at a recognized post-secondary institution.
2. Completion of a bachelor’s degree preferred.
3. A minimum of three years of related work experience; an equivalent combination of education, training and experience may be considered.
4. Experience working in an environment where professionalism, a high degree of confidentiality and sensitivity are of primary importance.
5. Excellent interpersonal and cross-cultural communication skills including written and verbal fluency in the English language. Recent training in cross-cultural communication preferred.
6. Supervisory experience preferred.
7. A demonstrated ability to:
- lead, coach and motivate employees, promoting a positive work environment;
- plan, schedule, and coordinate projects and work flow;
- promote standards of excellence in the provision of information services to students;
- communicate courteously and effectively in writing, in person or on the telephone with staff, faculty, administrators and students;
- present at various faculty and student related information sessions/orientations;
- negotiate with and persuade all levels of stakeholders while simultaneously establishing and maintaining effective working relationships;
- manage conflict in a proactive, empathetic and assertive manner;
- exercise initiative and work independently with minimum supervision;
- organize, plan, analyze and problem solve with a high degree of attention to detail;
- establish priorities and meet deadlines;
- prepare and compose accurate, professional agendas, minutes, correspondence and reports;
- develop and implement operating procedures and applicable documentation;
- apply and work within relevant policies and procedures;
- plan and coordinate program information updates in print and on web;
- plan and coordinate events and meetings;
- use MS Word and Excel at an intermediate level and demonstrate an aptitude and comfort in learning a variety of computer software programs, including data base management.
8. A good working knowledge of student information systems with the ability to identify and problem solve errors and omissions. Experience with Banner would be an asset.
9. A good working knowledge of the post-secondary transfer credit system is an asset.
10. A good working knowledge of CBA programs and Douglas College educational policies is preferred.
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