Administrative Associate

Douglas College - New Westminster, BC (30+ days ago)

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Work Arrangements

This temporary full-time (35 hours per week) position is available for the period of March 2, 2020 – December 31, 2020. Regular hours of work are Monday to Friday, 8:30 am to 4:30 pm. Shift days and times may change depending on the Department’s need. Occasional evening and/or weekend work may be required.

The position is located at the Anvil Office Tower; however, successful candidate must be available for occasional work at the New Westminster/Coquitlam campus.

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

Reporting to the Executive Assistant, Public Affairs, the Administrative Associate is responsible for developing and maintaining accounting and statistical data/records, budget analysis, and providing general office support to the Public Affairs division. The administrative duties may include handling general inquiries; providing bookkeeping and records management support; desktop publishing; updating web pages; creating business cards and room signs; tracking and maintenance of marketing assets, and coordinating daily operational activities. Provides exceptional client-centred service on a consistent basis to all internal and external stakeholder groups.


1. Provides administrative support to the Public Affairs Office
a. Greets and assists visitors, answers and transfers phone calls, responds to email and in person inquiries while exercising discretion, sound judgment, and problem-solving within assigned authority;
b. Responds to internal queries and requests from the College community and provides information regarding established College policies, procedures and regulations pertaining to Marketing & Communications;
c. Prepares and formats memos, letters, reports, diagrams, and forms from drafts or notes accurately and efficiently;
d. Files and maintains a variety of records for the office in accordance with Records Information Management (RIM) standards, purging as necessary and ensuring security of confidential materials;
e. Sorts and distributes incoming mail and memoranda, collects and transmits outgoing mail as required;
f. Monitors and maintains the office stationery, supplies and forms.

2. Provides budget analysis and develops statistical data/reports to support MCO department managers in developing the annual budget
a. Manages and maintains complex databases and spreadsheets, and produces appropriately formatted reports and proposals;
b. Maintains the department’s project and advertising tracking spreadsheets and runs various tracking reports on a regular basis;
c. Identifies variances from advertising and project budgets to assist in accomplishment of established departmental goals;
d. Maintains and prepares budget reports and records, monitors expenditures for completeness of detail and accuracy of contents, and identifies variances;
e. Estimates future expenditures based on known contract changes, expected inflation and historical spending patterns;
f. Initiates and prepares billings for partners which includes collection of data, and reconciliation of budgets to actual expenditures;
g. Performs research and seeks clarification and correction of discrepancies with managers;
h. Communicates with a variety of internal and external parties providing information, advice and direction;
i. Liaises with the purchasing department, service departments and faculties to create and track purchase orders, web requisitions, and invoices, ensuring appropriate processing times, signing authority, and accurate account coding.
j. Works closely with the Finance department staff in areas of accounts payable and data entry to ensure timely and accurate flow of information;
k. Supports the AVP, Public Affairs with monthly visa reconciliations;
l. Collects, reviews, codes, reconciles and enters various invoices in department tracking systems.

3. Provides logistical and marketing coordination support
a. Receives and facilitates requests for the loan of marketing assets such as the “DO”, “Doug” banners and backdrops;
b. Checks schedule for availability of assets; books asset and arranges for delivery and pickup; tracks that asset has been returned as scheduled; checks asset for damage upon return, arranges for repair as needed;
c. Receives, tracks and prioritizes business cards and signage requests from College departments, and laisses with the Print Shop;
d. Creates business cards and signage, using appropriate templates; utilizing Adobe InDesign software and Digital Storefront system;
e. Processes requests received from the Future Students Office to update information session and campus tour pages the College’s Content Management System, ensuring accuracy of information before publishing to live web site;
f. Maintains the Content Management System employee access file, ensuring appropriate college employees have access rights to the CMS;
g. Processes requests received from the Future Students Office to input campus tour schedules into the College’s Client Relationship Management tool.

4. Performs other related duties
a. Receives and facilitates requests for the loan of marketing assets such as the “DO”, “Doug” banners and backdrops;
b. Occasionally assists in the organizing and planning of special events and community functions including internal college events for college employees;
c. Develops procedures and systems to improve office efficiency in MCO;
d. Responsible for taking meeting notes/minutes as assigned;
e. Performs other duties as assigned.

To Be Successful in this Role You Will Need

1. A minimum of two years’ related experience, preferably in a post- secondary environment; or an equivalent combination of education and experience.

2. Excellent communication skills including a good working knowledge of the English language (written and verbal) and excellent listening skills.

3. Minimum two (2) years of budgeting and expenditure tracking experience.

4. Proficiency in Excel and Word; familiarity with Adobe InDesign and PowerPoint an asset.

5. Understanding of and experience with web content management systems preferred.

6. Proven ability to communicate courteously and effectively in writing and verbally with staff, faculty, administrators, students, vendors and the public.

7. Demonstrated ability to work as a team player and independently with minimal supervision.

8. Demonstrated organizational skills and ability to pay attention to detail in a busy office setting.

9. Good working knowledge of modern office practices and procedures, including standard business formats of letters, filing and record keeping with proven ability to coordinate paper flow and prepare general office correspondence and reports.

10. Demonstrated ability to keyboard 40wpm accurately.