Job Description

Position Details

Position Information

Position Title Program Assistant II - Career Centre Programs
Posting Number 01848SA
Location New Westminster Campus
Grade or Pay Level S - Pay Level 10
Salary Range $44,465 annually (with wage increments to a maximum of $48,498 annually). Salary and wage increments are in accordance with the Collective Agreement.
Position Type Support Staff - Temporary
Posting Type Internal/External
Regular/Temporary Temporary
Employment Type Full-Time
Posting Category Staff
Start Date 05/15/2023
End Date 07/31/2024
Day of the Week Mondays to Fridays
Shift 8:30 AM - 4:30 PM
Work Arrangements

This temporary, full-time (35 hours per week) position is available starting May 15, 2023 until July 31, 2024. Regular hours of work are Monday to Friday, 8:30am to 4:30pm. Shift days and times may change depending on the Department\'s need. Occasional evening and/or weekend work and off campus work may be required. The position is located at the New Westminster campus; however, successful candidate must be available for occasional work at the Coquitlam campus. Douglas College is committed to supporting a healthy work/life balance for employees. A modified/flexible schedule and/or hybrid work from home arrangement may be considered, subject to the terms of the College\'s Work From Home Policy.
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

Provides a high level of administrative support functions for the programs and operations of the Business Development Department. Supports programs offered by the Career Centre, including promotional support, updating the CareerHUB CRM and providing information to students, faculty and external stakeholders regarding Career Centre programs. Provides exceptional client-centered service on a consistent basis to all stakeholder groups.
Responsibilities

1. Provides administrative support for Career Centre Programs, and the Administrative Officer, Business Development
a. Reviews and approves account applications for CareerHUB (Orbis CRM) from companies and employers with careful attention to detail to maintain integrity of the database and conducts verifications of identities of all account holders (to prevent cyber security attacks on students).
b. Reviews and approves job postings for CareerHUB (Orbis) from employer contacts with careful attention to detail to maintain integrity of the database and confidentiality of student information.
c. Maintains a high level of accuracy while managing high volume multi-tasking in a busy public environment.
d. Prepares a variety of professional materials, including course outlines and manuals, reports, business letters, minutes and other correspondence and documentation using MS 365 applications, InDesign or other publishing platforms as required.
e. Assists with maintenance of the departmental budget; purchasing and the documentation of expenditures against the budget.
f. Ensures that Career Centre programs and services are provided, including room bookings, Concourse table bookings, equipment, materials and additional services.
g. Maintains and purges electronic and manual records, program files and student files.
h. Tracks Career Centre services activity levels for reporting including Career Centre event registration and website usage, Co-op enrollment, training participation and other key data points related to Career Centre programs.
i. Enters program identification codes to update program tracking and Co-operative Education modules in CareerHUB (Orbis).
j. Manages the enrollment process into Co-op \xe2\x80\x9cPrep\xe2\x80\x9d and Co-op \xe2\x80\x9cSeeking\xe2\x80\x9d phases of the program, sets up Co-operative Education work terms for students in CareerHUB (Orbis CRM).
k. Liaises with Faculties and manages hiring contracts for Faculty Advisors for each Co-op Work Term student.
l. Assists with CRM database issues: liaises with the CRM database lead in the Career Centre, tracks and communicates status of updates and resolutions to the Department.
m. Assists with the initial screening of applications for the Co-op program.
n. Assists in promoting the Career Centre programs to prospective students and employers.
o. Assists with arranging special workshops/events.

2. Provides information and assistance to students, faculty and employers
a. Uses judgement and discretion to diplomatically respond to enquiries, skillfully managing expectations, occasionally in difficult circumstances, while maintaining cordial relations.
b. Accurately evaluates and escalates to the Administrative Officer or Director of Business Development where stakeholders need managing at a higher level.
c. Provides information to students on program enrollment procedures, admission requirements, program commitments, and documentation required for participation and liaises with Coordinators, Career Centre Programs to book appointments and ensure students successfully enroll into programs.
d. Performs reception duties; receives visitors and telephone calls, answers questions, makes referrals to appropriate personnel and takes messages.

3. Performs other related duties
a. Reviews student documentation for accuracy and completeness.
b. Inspects and manages Career Centre premises, monitoring safety of layout, removing outdated posters and notices and ensuring supplies and equipment are available for workshops and program-related activities.
c. Prepares mailings to prospective employers.
d. Supports arranging on-campus recruiting events for Career Centre programs.

To Be Successful in this Role You Will Need

• Completion of two year post-secondary education or equivalent combination of education and relevant work experience;
• A minimum of two years of related work experience (working in a Career Development Services, Job Creation, Outplacement or equivalent certification such as the Career Development Practitioners\' Certificate would be an asset);
• Ability to maintain high level of sensitivity to cyber security issues entailed in account approvals to maintain integrity of CRM database and online student services. Attention to detail and accuracy are critical. Must understand reputational risks and adhere to protocols to maintain security of the system;
• Excellent working knowledge of English (written and verbal);
• Demonstrated ability to handle high volume, dynamic workloads in a busy public environment, while engaging professionally with students, faculty, employers and other stakeholders;
• Demonstrated ability to keyboard 40 wpm accurately;
• Demonstrated ability to use computer applications: proficiency in database management; word processing software (MS Word and Excel); electronic mail, and most importantly, Orbis CRM System. Adobe Illustrator/InDesign or similar publishing platforms; social media and Internet applications;
• Good working knowledge of modern office practices and procedures including standard business formats of letters, memoranda and reports, etc.;
• Demonstrated ability to compose diplomatic correspondence, provide guidance to and manage expectations of stakeholders;
• Must have strong problem-solving skills alongside sound judgement for effectively escalating to the Administrative Officer or Director of Business Development, when significant issues arise;
• Demonstrated ability to conduct telephone surveys, collect and tabulate and provide data from the Orbis CRM system for regular reporting by the Director;
• Proven ability to deal effectively with students, faculty, staff, employers and the public in a friendly and efficient manner, in person and by telephone, together with an ability to exercise tact and listen sensitively to people of all backgrounds;
• Demonstrated ability to work with a minimum of direct supervision, establish priorities and achieve deadlines;
• Ability to work occasional scheduled evening events.

Link to Full Position Profile
Equity Statement

Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.
Needs a Criminal Records Check No

Posting Detail Information

Open Date 05/01/2023
Close Date
Open Until Filled Yes
Special Instructions to Applicant

Interested applicants must submit their application and all required documents online. Qualified internal applicants shall be given first consideration in filling this position. All internal applications must be received by May 5, 2023. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.
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