Office Manager, Commerce and Business Administration

Job title: Office Manager, Commerce and Business Administration

Job description: Position Details

Position Title Office Manager, Commerce and Business Administration Posting Number 01331SA Location New Westminster/Coquitlam Campus Grade or Pay Level A – Pay Band 4 Salary Range – Position Type Administration – Regular Posting Type Internal/External Regular/Temporary Temporary Employment Type Full-Time Posting Category Administration Start Date 01/04/2022 End Date 12/31/2022 Day of the Week Mondays to Fridays Shift 8:30 am – 4:30 pm Work Arrangements
This temporary, full-time position is available starting January 4, 2022. Regular hours of work are 8:30 am to 4:30 pm, Monday to Friday. Travel between Douglas College’s campuses will be required.
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
The Office Manager contributes to the success of Douglas College by planning, organizing and managing administrative services and work processes within the faculty of Commerce and Business Administration. Employing administrative best practices, the Office Manager maintains an efficient and well-coordinated administrative infrastructure and provides administrative and confidential support to the Dean.

The incumbent exercises considerable independence, discretion, judgment, and initiative in engaging with both the internal College and external community. Reporting to the Dean, the Office Manager provides exceptional client-centred service on a consistent basis to all stakeholder groups.

Responsibilities

The Office Manager is accountable for the following:

I. People

• Provides leadership and direction to support staff.
• Responsible for the supervision of support staff, including the coordination of support staff activities, orientation, coaching and guidance of staff, evaluation of work quality, performance management and, where necessary, the discipline process.
• Assesses staffing requirements and makes recommendations for new positions, modification of existing positions and changes to the staff complement.
• Leads the recruitment and selection process for support staff, including hiring, orienting, and identifying and organizing support staff professional development.
• Ensures policies and collective agreements are adhered to and serves as a resource for matters relating to policy, procedures, and governance.
• Fosters an engaging and civil workplace environment and represents the Enrolment Services and the College appropriately to the internal College community and outside agencies and officials.

II. Administration and Reporting

• Assesses and improves administrative procedures to enhance efficiency and cost-effectiveness, promoting a culture of continuous improvement.
• Researches, prepares, and distributes a variety of documents and materials, including those of a complex and/or highly sensitive nature. Documents include contracts, reports, proposals and other information for strategic planning and decision-making. This also includes budget submissions of staff modeling, contingency planning, minutes of confidential meetings, performance evaluations, and makes recommendations as appropriate.
• Coordinates the dissemination and documentation of changes in processes and/or reviews of financial, human resources, and health and safety initiatives, policies and procedures.
• Establishes and maintains efficient systems for records and information management. Ensures privacy and security of records and information.
• Provides confidential administrative support to the Registrar as necessary. Represents management in the BCGEU grievance process and provides input for collective bargaining.
• Liaises with internal departments such as Senior Management, Human Resources, Purchasing, Payroll, Finance, Student Affairs and Services, Future Students Office, Douglas International, Facilities and Ancillary Services, Safety, Security, and Risk Management, Douglas College Student Union, Careers Services, and Faculties, as required, to work towards common goals and develop processes and plans to support the activities of the Department. Makes recommendations to the Department Management.
• Triages complex and sensitive issues.
• Assesses the urgency of competing issues and makes informed decision that maintains the balance with schedules of office staff.

III . Committees, Projects and Program Support

• Coordinates and leads special projects and initiatives, as assigned by the Registrar, including reviews of administrative and work processes.
• Prepares, coordinates and distributes committee (internal and external) documents for review and approvals. Provides guidance and direction to committee members, which may include students and faculties.
• Coordinates and/or oversees events within Enrolment Services.
• Maintains an accurate understanding of relevant College policies in order to advise and make referrals, including students, staff, and faculty as appropriate.

IV. Contractor Relations

• Responds to contractor enquiries and facilitates resolution of administrative issues.
• Establishes efficient systems for tracking performance and addressing issues and anomalies.

V. Purchasing Resources

• Prepares purchase requisitions and specifications and ensures authorization is attained, as necessary, to facilitate the timely purchase of services and supplies.
• Reviews purchase quotations.
• Maintains supplier and vendor files.
• Addresses defective or unacceptable new goods or services with users, vendors and others to determine cause of problem and take corrective and preventative action.
• Maintains vendor relationships and liaise with the purchasing department, as needed.
• Supervises smaller purchase requisition process.

VI. Financial Resources

• Identifies resource levels required for administrative activities associated with new project development in consultation with the Registrar.
• Manages the day to day spending for the Department. Acts as the primary contact for Finance to ensure that accounting methodology, policies and procedures are well understood across the Department and that procedures are followed for all financial transactions.
• Supports the coordination of operational and budget planning.

To Be Successful in this Role You Will Need

• A Bachelor’s Degree in a related area, plus a minimum of three (3) years’ directly related experience in an educational/post-secondary education sector setting; or an equivalent combination of education and experience.
• Proven project management skills including dealing with conflicting priorities, needs and deadlines.
• Experience in employee recruitment, selection and performance management.
• Highly developed interpersonal, communication and team-building skills.
• Proven supervisory experience including budget management, employee supervision, employee development and process control.
• Demonstrated ability to lead a team in a very fast paced, complex and changing work environment.
• Able to accept responsibility, exercise initiative and deal with people effectively.
• General knowledge of systems used in planning, organizing and establishing workflow schedules.
• Demonstrated experience in establishing and maintaining effective working relationships with employees at all levels of the organization.
• Skilled in the use of computer software applications, such as MS Office, and proven keyboarding skills at an intermediate to advanced level. Experience working with Banner is an asset.
• Supervision experience in a unionized environment is an asset.
• Sound judgment and professionalism, demonstrated ability to act tactfully, diplomatically, and with discretion in all contexts, internally and externally.
• Excellent command of the English language, both written and oral.

Your skill set includes a strong administration/management background, team building, and excellent interpersonal and communications skills.
Link to Full Position Profile Diversity Statement
Douglas College is committed to being a workplace that is free of discrimination, that values diversity and is representative, at all job levels, of the communities we serve.
Needs a Criminal Records Check No

Open Date 11/29/2021 Close Date Open Until Filled Yes Special Instructions to Applicant
Interested applicants must submit their application and all required documents online. Application first review date will be December 7, 2021. 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.
Quick Link for Direct Access to Posting https://www.douglascollegecareers.ca/postings/8490

Company: Douglas College

Expected salary:

Location: New Westminster, BC

Job date: Thu, 02 Dec 2021 02:41:28 GMT

Job Source: Careerjet.ca

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