Job Description

Position Details

Position Information

Posting Number 23AC0173
Position Title Program Assistant D, HD&SBT
Pclass # S9886
Who We Are

We acknowledge that Vancouver Community College (VCC) is located on the traditional unceded territories of the x\xca\xb7m\xc9\x99\xce\xb8k\xca\xb7\xc9\x99y\xcc\x93\xc9\x99m (Musqueam), S\xe1\xb8\xb5wx\xcc\xb1w\xc3\xba7mesh (Squamish), and s\xc9\x99lilw\xc9\x99ta\xc9\xac (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial.

For over 55 years, VCC has been a leader in innovative, experiential post-secondary learning. We\'re one of B.C\'s top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.

At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.

We value lived experience and encourage applications from members of all groups experiencing barriers to equity. Come join the VCC community as we shape the future together.
Position Summary

This position is responsible for assisting Department Heads with a variety of administrative support, customer service and purchasing activities, contributing to the smooth running of the departments.
Duties & Responsibilities * Receives and responds to a high volume of student inquiries pertaining to course/program information and registration procedures. Responds to questions from areas of the college\'s support services as well as external agencies, regarding departmental business.

• Prepares a wide variety of materials such as course schedules, timetables, class lists, honor roll certificates, promotional material for new courses, advertising materials, forms, reports, learning materials, and routine correspondence. Prepares and maintains a wide variety of records and reports including absence reports and substitute time sheets.
• Assists instructors and front desk faculty and staff in emergency situations, shows videos, supervises tests, contacts substitute teachers, provides keys to offices and/or classrooms and locates books and materials, etc.
• Records, produces and distributes minutes of department meetings.
• Assists in program marketing efforts including helping create content for social media, posting on social media sites, making arrangements for the distribution of brochures and posters, posting information sessions on VCC website, and preparing for information sessions.
• Coordinates production of timetable for academic and Lab classes, customer service days, registration booklet, and inputs data into spreadsheets.
• Assists in the orientation of students and instructors by ordering and distributing books and materials, processing paperwork, organizing VCC booking email, and troubleshooting point of sale (POS) and education learning platforms (ELP) issues, and responds to questions regarding procedures etc.
• Prepares contract requests for terms and maintains records of term workload.
• Provides assistance with preparing and tracking paperwork for payroll, attendance and absence reporting.
• Keeps accurate accounts of class enrolments during registration periods, and updates and maintains enrolment records through term.
• Maintains data systems (Learning Management Systems (LMS)) and Point of Sale (POS) data, records, logs, etc., ensuring information is complete, up-to-date, and information is stored accurately.
• Coordinates distribution of advertising materials, internally and externally. Prepares and packs promotional materials for special events.
• Participates in public relations and recruitment activities for the department and organizes department tours.
• Prepares and maintains bulletin board displays in hallway and classrooms.
• Stores and disposes record materials as per FIPA regulation.
• Monitors, orders and maintains an inventory of office stationary and program supplies, and student kits and lockers.
• Coordinates field trip requisitions and cash deposits. Processes P-card transactions, cheque requisitions, and tracks and reconciles petty cash and other operations costs as required.
• Maintains department website.
• Performs a variety of general office duties such as distributing department mail, booking rooms, responding to equipment maintenance and facility service requests, and coordinating laundry ordering, pick up and drop off.
• Provides coverage for front desk including booking and confirming appointments, processing payments, and answering a multi-line telephone.
• Assists with inventory ordering, shipping, receiving and control: monitors, orders and maintains inventory of supplies; prepares purchase orders and requisitions; receives shipments and unpacks goods; checks products received against purchase orders and invoices, ensuring accurate pricing; codes invoices for payment of purchases; completes inventory counts, and provides inventory reports.
• Performs other related duties as required.

Qualifications

Education and Experience

• Grade 12 supplemented by computer courses plus additional specialized training of over 1 year in Business Administration, and 2 years\' related experience, including customer service experience, or an equivalent combination of training and/or experience may be substituted for the required qualifications.

Skills and Abilities

• Proven interpersonal skills with the ability to work both independently and collaboratively as a member of a team. Ability to establish and maintain effective working relationships with students, staff, Faculty and the public.
• Recent direct experience and demonstrated ability dealing face to face with international clients, customers and/or students.
• Ability to deal with a variety of people and personalities in a calm and professional manner.
• Effective organizational and time management skills with the ability to prioritize and manage several time-sensitive tasks at any given time.
• Ability to adapt readily to changing situations.
• Superior communication skills and an excellent command of written and spoken English.
• Ability to exercise discretion and mature judgement in relating to people, giving out information and solving problems.
• Ability to maintain confidentiality regarding departmental and personnel matters.
• Superior oral and written communication skills.
• Strong attention to detail.
• Considerable knowledge of the organization, content and registration procedures of all College programs.
• Creative, resourceful and solution oriented.
• Computer experience and proficiency in MS Word, Excel, Outlook, Publisher and Student Information Systems (Banner preferred), ELP, LMS and POS. Minimum 50 wpm.
• Ability to perform a variety of administrative and clerical tasks.
• Ability to work at all College locations.

Salary Range - Prorated based on FTE

PAYGRADE 20- $1,747.66 - $2,035.33 paid bi-weekly

Posting Detail Information

Employment Group Support Staff (CUPE)
Type of Position Permanent
Employment Type Full Time
Department HAIR DESIGN & SKIN/BODY THERAPY
Primary Location - This position may require you to work at all VCC locations. Downtown
Is this posting only for internal applicants? No
Desired Start Date - May be subject to change 10/16/2023
Position End Date - For Temporary Positions
Vacation Blackout Dates
Number of Hours per Week 35
Work Schedule - Hours may vary according to the needs of the Department

Monday to Friday, 9:00 am to 4:45 pm. However, hours may vary according to the needs of the department.
Eligible for Fortnight Yes
Special Instructions to Applicant

Vancouver Community College is committed to maintaining a work force that represents the diverse community we serve and we encourage all qualified applicants.
Posting Open Date 09/28/2023
Posting Close Date 02/23/2024
Is this a pooled posting? No

Vancouver Community College