Douglas College Department Assistant Full Time in New Westminster, BC

Douglas College

Branch New Westminster BC CA

Department Assistant
New Westminster, BC

Provides clerical, administrative, procedural and logistical support for CEIT. Maintains training on other department clerical support positions to cover for…

To provide direct administrative support to the Administrative Officer, CIO, management and staff of the Centre for Educational & Information Technology (CEIT) including answering a multi-line switchboard quickly and effectively, and by assisting with a variety of receptionist, clerical and administrative duties. Provides exceptional client-centred service on a consistent basis to all stakeholder groups following established processes, procedures and classification systems.

1. Provides switchboard and reception support for the College and CEIT.
a. answers calls for the College and ensures they are handled quickly and effectively;
b. answer questions, provide assistance, makes referrals and routes calls to the appropriate person/department if needed;
c. maintains and/or updates department and College directory systems as assigned;
d. provides information, service and assistance to visitors and employees;
e. keeps current with events and important dates to further help clients on the phone and in person.

2. Provides clerical, administrative, procedural and logistical support for CEIT.
a. handles all telephone calls, answering questions, providing information, making referrals and taking messages;
b. greets and provides information to visitors, determines appropriate actions and makes appropriate referrals;
c. responds to requests for information and other inquiries including communicating with departmental personnel to obtain information;
d. handles asset distribution ensuring appropriate signatures are received and related documentation is filed/distributed as per established processes.
e. in collaboration with the Administrative Officer, assists with the preparations of meeting schedules, minutes, notes and agendas;
f. records and distributes notes/minutes for department and committee meetings as assigned;
g. books rooms and catering for a variety of activities;
h. performs a variety of duties in support of special projects assigned by the Administrative Officer;
i. as directed by the Administrative Officer and in consultation with the Production Assistants, reviews information on the College websites and provides feedback on CEIT brochures/communications;

3. Produces a variety of documents and correspondence for internal and/or external distribution including but not limited to:
a. formats, composes, prepares and produces routine correspondence including memos, letters, reports, forms, course outlines, manuals, minutes as assigned;
b. compiles information for reports, including data entry, sorting and organizing data as requested;
c. processes a variety of records, documents and forms through appropriate channels, ensuring accuracy and completeness, purging as necessary, and ensuring security of confidential materials.

4. Ordering, receiving and invoice Coordination.
a. orders and receives supplies and equipment as directed/requested by managers and staff, via the appropriate systems, coding to the appropriate cost centres;
b. receives goods in department;
c. confirms the receipt of goods with shipping;
d. confirms Production Assistant(s) have related packing slip documentation;
e. as requested by the Administrative Officer, organizes invoices for payment and ensures related documentation is filed/distributed as per established processes, arranging for appropriate signatures if requested;
f. updates asset inventory as instructed;
g. escalates issues to the Administrative Officer as needed.

5. Office Coordination
a. maintains inventory of forms, office and printer supplies, distributing as instructed;
b. ensures kitchen, photocopy and supply cabinets are adequately stocked and orderly;
c. updates mailboxes and office nameplates for CEIT employees.

6. Performs other duties as assigned.
a. provides support for the Administrative Officer as needed;
b. maintains training on other department clerical support positions to cover for absences as needed and / or training of auxiliary staff.

To Be Successful in this Role You Will Need:
1. Good working knowledge of English together with strong oral and written communication skills.

2. Completed a one year program in office administration or in a related field at a recognized post-secondary institution combined with a minimum of two years related work experience, or an equivalent combination of education, training, and experience

3. Good working knowledge of standard formats for letters, email, memoranda, and other business communications.

4. Proven strong communication skills, including the ability to deal pleasantly and effectively on the telephone with people of all ages and backgrounds.

5. Demonstrated ability to operate switchboard equipment of the electronic switching type.

6. Demonstrated ability to perform computer applications including demonstrated proficiency with database management (i.e. Banner), word processing software (i.e. MS Word, Excel, Power Point) electronic mail and internet applications. Proficiency on Customer Service Testing. Keyboard accurately in preparing agendas and informal minutes, as well as compose correspondence and reports with the emphasis on grammar, punctuation and writing skills.

7. Good working knowledge of the applicable College policies and procedures including office practices and procedures.

8. Demonstrated ability to work independently under minimum supervision to achieve assigned deadlines; ability to independently establish priorities for work assigned.

9. Demonstrated ability to prepare agendas and transcribe minutes, as well as compose correspondence and reports with the emphasis on grammar, punctuation and writing skills.

10. Demonstrated ability to communicate courteously and effectively in writing, in person or on the telephone with staff, faculty, administrators and students, as well as maintain a good working relationship with other employees.

11. Proven ability to be flexible and adaptable in a dynamic, ever-changing environment.

Link to Full Position Profile:
Work Arrangements:
This regular full-time position is available April 10, 2017. Regular hours of work are 8:30 a.m. – 4:30 p.m., Monday to Friday. Occasional travel between campuses may be required.

Posting Type:

Grade or Pay Level:
S – Pay Level 8

Salary Range:
$1461.96 to $1608.88 biweekly

Quicklink for Posting:

Posting Date:

Closing Date:
Open Until Filled

Start Date:

End Date (if applicable):

or proceed with Standard Application Form.

Employment Type: Full Time
Location: New Westminster, BC, CA
Posted on: 2017-04-01
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