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Centre Operations

3 months ago

Courtenay, Canada North Island College Full time

Position Summary

Reporting to the Director, Centre for Teaching and Learning Innovation and working collaboratively with the Centre staff, faculty and other areas of the College, this position provides administrative, technical, communications, project management, analysis and organizational support to the Centre for Teaching and Learning Innovation.The position’s responsibilities are varied, complex, sometimes technical and often of a highly confidential nature. The position undertakes independent leadership on many projects, initiatives and assignments that support the operation of the Centre and the work of the Director in areas such as institutional quality assurance process, program review activity, development of a teaching and learning strategic plan, supporting faculty with enhancing practice through teaching and learning consultations, projects, events, workshops, and technology training.Since this position works as a first point of contact for the Centre for Teaching and Learning Innovation, it is imperative that all actions taken are appropriate and meet the professional standards expected of the Director and an office of North Island College (NIC) and employ elements of active listening and sensitivity to diverse situations to readily respond and react. The position is aware of, committed to, and positively demonstrates the Mission and Values of North Island College and incorporates them in everything they do. Position Competencies - Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills Duties & Responsibilities 1. Administrative Organizational Support to the Director and Centre Responsible for all administrative and organizational duties and tasks to support the Director and the Centre as the first point of contact for communication and liaison with others.Take initiative and leadership in investigating, resolving, and communicating issues and action items presented to the director or other staff through professional and discrete actions, often requiring immediate responses and creative solutions with departments and people across the institutionProvide support to the Centre’s staff, communicate changes and important information to them and support teaching and learning events and workshops they are facilitating. 2. Integrative and Responsive Strategic Planning, Reporting and Management Working collaboratively and independently, project manage the work and engagements involved in developing, creating, and then reporting out on all the activities related to supporting the action items in the institutional strategic plan and academic plan that are assigned or relate to the director’s role and the Centre for Teaching and Learning InnovationResponsible for coordination and planning of meetings, work plans and key deliverable dates, drafting and editing reports and managing ongoing updates on key milestones working with the director and other senior leaders on the Roadmap for Quality Student Learning Plan.Work collaboratively with the Office of Global Engagement and the Office of Indigenous Education on the integration and alignment of strategic planning activities around intercultural fluencies and indigenous perspectives and how and when they intersect with teaching and learning visions and directionsIndependently conduct research, communication activities and pull together key pieces from other departments, areas on campus and other institutions to help in strategic planning processSchedule roll out and engagement sessions, gather feedback, co-facilitate focus and input groups, categorize, and analyze data and build communications to share updates 3. Project Analysis and Support for Institutional Program Review Process and Quality Assurance Process Audit Action Items Responsible for the administrative and organizational pieces related to NIC’s institutional program review process across all seven phasesTake initiative and independently follow up with all program areas to obtain updates, changes, and progress informationSupport the Teaching and Learning Specialist, Program Review and Curriculum Development with the program review process such as scheduling external review visits, collating input from meetings, liaising with various departments and offices etc.Work across the institution to gather information, updates, and materials as well as support the development of items related to QAPA 4. Programming and Project Support for the Centre’s Activities Responsible for programming and project management components from development to deployment and follow-through for all the Centre’s activities, offerings, and eventsManage other projects such as updating website pages, developing key Centre documentation, and publishing a Centre annual report.Produce statistics, analyses, and summaries of all the current projects and programming for institutional accountability reporting, decanal or Vice-President, Academic requestSupport the development and design of print, digital and web materials, resources, how-to guides, instructional handouts, promotion material, instructor and student learning resources including digital video, optimized images and working external links.Provide some front-line learning technology and pedagogical support for instructors via the ticket system, phone, email, or walk-ins to resolve urgent issues in a timely manner, locate additional information as needed, and keep the ticket system up to date.Troubleshoot and investigate issues, questions and incidents connecting with other departments while assembling possible solutions for CTLI staff to follow up Required Education & Experience Bachelor’s degree required, preferably with a focus on business administration, humanities and social sciences, communications. Post-secondary education in planning, leadership or equivalent, combined with other relevant education, training and recent, related work experience may be considered.Five years’ experience of project management, strategic planning development, analysis and coordination including development of key documentation, communication, tracking systems and processes, preferably in a post-secondary environment with a focus on teaching, learning, and educational technologies. An equivalent combination of training and experience may be considered.Demonstrated recent experience working in an office or centre/department environment working cooperatively with multiple stakeholders including staff, faculty, students, senior administration, external agencies etc., preferably in a post-secondary environment. Required Knowledge Skills & Abilities 1. Administrative Proven skills and demonstrated ability to accept responsibility, apply initiative, use good judgement, and appropriate objective decisions, as required of the position often independently.Demonstrated ability to perform duties in a professional manner that role-models confidentiality, accuracy of information and the protection of privacy.Demonstrated knowledge and experience with the development and monitoring of budgets, particularly as they relate to the post-secondary environment.Demonstrated confidence in ability to undertake purchasing tasks, monitoring and communication of items coming in, cataloging, and maintaining good labelling and storage of items and the related payment and follow up as related to the budget.Demonstrated ability to handle all documents, including confidential materials, and information in a discreet and professional manner.Ability to use initiative and judgment, take appropriate action during the absence of the director to ensure matters requiring immediate attention are dealt with and/or referred to the appropriate authority in an efficient manner.Ability to organize schedules, activities and corresponding calendars for many projects and people.Knowledge of the College’s policies, procedures, and educational processes, and/or of the post-secondary system in BC is an asset. 2. Interpersonal, Team and Independent Working Demonstrated ability to maintain respectful and effective relationships in a diverse work environment, in a variety of consultative and collaborative processes, responding to ongoing improvement and change with a positive attitude.Able to work successfully in a team and demonstrate effective team behaviors including active listening, collaboration, positive participation, flexibility, and contribution toward shared team goals.Self-motivated with the ability to effectively prioritize and execute tasks while working independently, and under tight deadlines.Evidence of ongoing professional development and learning such as courses, workshops, conferences, training experiences to advance and enhance practice and work skills and abilities.3. Project Management, Organizational and Planning Possess excellent skills to prioritize tasks and responsibilities, display initiative, manage time, and adapt to change.Analytical and problem-solving skills to triage and troubleshoot independently when appropriate.Ability to manage multiple projects and sensitive issues in a work environment with competing demands, deadlines, and shifting priorities.Strong attention to detail and accuracy are required.Advanced project management skills.Demonstrated ability to plan and document processes and procedures with the ability to see and understand the effects of system and process changes on other dependent processes and react appropriately in a proactive manner to fix or alter for a positive outcome.A valid driver’s license is required and access to a vehicle may be required for travel. Flexibility to travel to other campuses as required.4. Digital and Non-Digital Communication Able to professionally respond to inquiries and redirecting as requiredHas exceptional communication, interpersonal and client service skills, and demonstrated ability to exercise, good judgment, tact, and diplomacy.Strong written communication skills with a thorough knowledge and application of business English, grammar, mechanics, and style of language including ‘writing for the web’.Advanced skills in the reading and writing of correspondence, briefing notes, reports and other documents with a demonstrated ability to undertake research, analysis and synthesize information.Able to navigate a web publishing environment and make edits and changes to web content such as basic HMTL editing, WYSIWYG editing, skills in creating optimized images, appropriate hyperlinks etc.Excellent human relations skills, a strong customer service attitude and can effectively communicate complicated technical ideas in user-friendly language.Demonstrated capacity and interest for advancing own digital and non-digital communication skills and abilities.5. Technology Excellent customer service skills with the ability to respond appropriately to instructor requests through front-line support.Evidence of abilities and skills working with a wide variety of technologies such as examples of creating newsletters, posters, webpages, videos, handouts, and other digital communication tools and platforms.Strong aptitude for office technologies with an advanced level of proficiency with MS Office software programs, specifically Excel, Word, Power Point, One Note, Outlook, and familiarity with web-based collaborative writing applications such as WordPress, Google Docs.Accurate word processing skills of 60 wpm.Proficiency in monitoring of financials/budgets with Excel alongside an internal finance system.Demonstrated comfort with teaching and learning technologies to be able to provide basic front-line support to instructors (e.g., in Brightspace – how to make a course available, how to add users to a course, how to export and archive courses, how to add content, links etc., in Kaltura – how to upload a video, how to publish a video, how to share a link to a video; for pedagogies – know which staff member is best suited to the response, pointing out resources on the website, signing out books and teaching resources etc.)Demonstrated capacity and interest for advancing own technology skills and abilities