Douglas College Production Assistant Temporary in New Westminster, BC

Douglas College

Branch New Westminster BC CA

Production Assistant
New Westminster, BC

Good working knowledge of the basic elements of a computer’s operating system and common applications such as Microsoft Office and Web browsers….

Work Arrangements

This temporary full-time position is available for the period of August 3, 2018 to September 14, 2018. Regular hours of work are Monday to Friday, 8:30am to 4:30pm

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 critical purchasing logistics and inventory management in support of Centre for Educational & Information Technology (CEIT) operations by organizing, preparing, and tracking Douglas College technology related purchasing transactions. Coordinate and perform purchasing requests, receiving, inventory tracking, and stocking of a full range of products including technology hardware, software and domain registrations.

Provide and support the administration of CEIT services to students and employees, these services develop and evolve, and include functions such as ID Production and Service Counter support. Provide administrative support within CEIT by assisting with a variety of receptionist, clerical and administrative duties including answering a multi-line switchboard. Provide exceptional client-centred service on a consistent basis to all stakeholder groups following established processes, procedures and classification systems in a timely and cost efficient manner.


1. Computer Hardware and Software Purchasing Coordination
a) Create purchase requisitions, as requested by supervisors and managers, submits requisitions for approval as appropriate;
b) Track all college technology purchases for future reference and follow-up;
c) Investigate the purchase of products, including vendor options, as needed to address requirements of related requests;
d) Arrange for quotes to support technology purchases;
e) As requested by supervisors and managers, use historical references and personal judgement to provide recommendations on vendors, technology and implementation options as appropriate;
f) Process and/or facilitate requests from clients, communicate with CEIT technology specialists (e.g. CEIT Security) to review and approve/deny requests before purchasing or installation;
g) Track and receive technology as appropriate, provide updates to clients, supervisors and managers as needed;
h) Communicate with vendors to request assistance with technical support for clients to facilitate technology implementation and use across Douglas College;
i) Create and update tickets/incidents for the implementation of technology for both installation and future reference on similar/comparable purchases and implementations;
j) Ensure all ordered and necessary components are received, or are noted in the ticket, in order to anticipate related inquiries and prevent delays in implementation for clients;
k) For the equipment implementations this may include, but is not limited to, the tracking of backordered components on a requisition and keeping the assigned technician updated on a delivery date;
l) For the software implementations this may include, but is not limited to, verification of available licenses and related license keys;
m) Coordinate, organize and maintain purchasing and ticket related information ensuring logical filing of related information, for example software downloads, and storage of equipment ensuring all is accessible by appropriate staff, following established procedures and workflows;
n) Maintain and update inventory for hardware and software products including the uploading of asset tag/serial number information for hardware and the license tracking information for software;
o) Maintain a variety of databases and report anomalies; produce inventory and transaction reports as required.

2. CEIT Service Counter
a) Produce Student IDs as requested, follow established procedures, ensure all necessary identification requirements are met;
b) Handle cash and make change when needed;
c) Provide assistance and guidance to students regarding technology related questions, on password resets, wireless connectivity and standard college applications;
d) Communicate directly with colleagues to provide further assistance to students when required;
e) Provide training and works directly with student assistants;
f) Provide exceptional customer service to internal and external clients.

3. Provides clerical, administrative, procedural and logistical support for CEIT.
a) Perform a variety of administrative support duties utilizing personal computers and standard office business applications;
b) Provide relief support to switchboard as required;
c) Assist with establishing and documenting standard operating procedures (SOP);
d) Provide training and support to cover for absences as needed including the training of auxiliary staff;
e) Provide organizational and technical production coordination assistance in relation to department and college functions including the booking of meetings, rooms, and creating tickets related to video conferencing;
f) Maintain departmental filing system, updating and purging records;
g) Perform basic bookkeeping including arranging invoice payment, confirmation of goods received, arranging for credits, alerting supervisor of any irregularities, preparation and documentation of deposits;
h) Arrange for chargebacks on costs related to CEIT service and event support tickets;
i) Maintain and update communications as needed, including websites, forms, documentation, and digital announcement systems;
j) Compose routine and non-routine correspondence, reports and informational materials, working with other department stakeholders;
k) Under the direction of the CEIT Administrative Officer, record and distribute minutes of department meetings;
l) Maintain an inventory of offices supplies, ordering as needed;
m) Use a wide variety of software applications including the Microsoft suite of products, email and demonstrate an aptitude and comfort in learning a variety of computer software programs;

4. Identification Card System and ID Production Sessions
a) Administer and maintain the identification card system;
b) Train and supervise auxiliary staff as needed for absence coverage and ID production sessions;
c) Provide guidance and relief support to auxiliary staff during ID production sessions;
d) Work with other departments within the college to organize ID production sessions to address peak and specialized needs;
e) Reconcile and make deposits of cash, charges back appropriate amounts to departments;
f) Track budget related information and orders supplies as required;
g) Work with supervisor and other departments to identify ID production requirements, specialized needs and develop related processes and procedures;
h) Compose routine and non-routine correspondence, reports and informational materials, working with other department stakeholders;

5. Performs other related duties.
a) Related tasks will develop and evolve in collaboration and under the direction the CEIT Administrative Officer;
b) Perform other duties as assigned;
c) Provide support for the Administrative Officer as needed;
d) Maintain 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. Excellent interpersonal and communication skills including written and verbal fluency in the English language.

2. Basic knowledge of educational and classroom technology, i.e. typical audio/video equipment, computer hardware and software, and various types of media.

3. Good working knowledge of routine office procedures together with the ability to organize work effectively under pressure and meet deadlines.

4. Good working knowledge of the basic elements of a computer’s operating system and common applications such as Microsoft Office and Web browsers. A demonstrated ability to:
  • use MS Windows with effective file management practices, as well as email calendar and proxy functions; demonstrated proficiency to design and maintain MS-Excel forms;
  • maintain a database and prepare a variety of reports based on specific search criteria; – use MS Word, Excel, database management systems, electronic mail, internet applications, and demonstrate an aptitude and comfort in learning a variety of computer software programs;
  • keyboard accurately at 40 wpm;
  • provide exceptional customer service to internal and external clients;
  • communicate effectively and courteously with clients and external vendors, in person, by phone and through written communication;
  • to compose routine and non-routine correspondence, reports and informational materials;

– manage a departmental accounts payable and order processing system.

or proceed with Standard Application Form.

Employment Type: Temporary
Location: New Westminster, BC, CA
Posted on: 2018-07-27
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