Competition Number S18358P
Position Title Divisional/Departmental Assistant 2 - Part-time
Position Number S99645
Employee Group Staff
Position Status Regular Part-Time
Department Early Childhood Education
Location North Vancouver
This is administrative and clerical work in support of Early Childhood Care & Education programs. An incumbent in this position will have exceptional written and verbal communication skills and will work closely with the ECCE Program Coordinator, Convenor(s) and Staff. They will be responsible for various non-academic administrative functions and performing support tasks for the Early Childhood Care & Education Programs. These tasks include, but are not limited to; providing customer service to students, orienting faculty to administrative tasks; assisting the Practicum Convenor with student practicum placements; organizing and maintaining records for dedicated Practicum centers and departmental MOU’s; collecting Practicum documents and advising students on outstanding requirements, processing Criminal Record Checks, developing and maintaining a program inventory of material assets; preparing and processing budgets, assisting with promotional and informational activities and supporting the program area in Event and Conference planning. An incumbent in this position will be highly technical in the use of database applications and programs. This position reports to the Dean and receives direction from the Divisional Supervisor, School of Education and Childhood Studies.
- Prepares and enters or submits section plans, timetables, faculty workloads, faculty PD proposals and reports, and faculty sick leave reports according to the Coordinator’s manual, and in consultation with and for the approval of the Coordinator. Contacts the Registrar’s Office and Human Resources Advisor to investigate and resolve problems.
- Prepare and manage budgets, cost centres, and management reports in conjunction with Coordinators and the Departmental Supervisor.
- Ensures that appropriate funds are collected from students including preparing and submitting exceptional tuition fee requests, collecting and tracking tuition fee deposits, contacting sponsors to ensure that sponsored fees are collected by Financial Services, and collecting fees for conferences and student retreats. Processes refunds as required.
- Facilitates communication and arrangements between the university and potential students, current students, alumni and faculty. Assists in the recruitment of students and the promotion of programs. This includes answering enquiries; referring people to other campus services; preparing calendar and brochure information; uploading information to a web page; drafting and/or revising student handbooks and manuals; coordinating mailings; and maintaining and monitoring an electronic bulletin board system.
- Processes student applications and application materials, including portfolios. Screens for completeness of material. Arranges student interviews and portfolio reviews. Block registers students.
- Compiles faculty evaluations as instructed by the Dean’s Office and according to the CCFA collective agreement including visiting classrooms to administer student evaluations, collecting other evaluations, and tabulating and preparing material for review by the evaluation committee. This is a sensitive and confidential process.
- Distributes, collects, checks and submits grade sheets.
- Orients new Coordinators to administrative tasks, guidelines and deadlines as outlined in the Coordinator’s Manual. Orients new faculty to University administrative guidelines.
- Arranges and attends department meetings, including preparing agendas and taking minutes. Serves on university committees as required.
- Invigilates extra-sessional exams for one student or a small number of students, or arranges for testing or invigilation.
- Prepares postings and arranges interviews for faculty hires.
- Plans and organizes local special events and makes travel arrangements.
- Organizes departmental elections.
- Assists faculty and staff with the operation of computers, phones, faxes and other office equipment.
- Coordinates office allocations and moves.
- Performs support duties including drafting correspondence; ordering supplies, equipment and duplicating; contacting facilities for maintenance and office moves; maintaining departmental files, lists and other records, including databases; opening and distributing mail; and coordinating lab, locker or flat file access.
- May be required to take training and act in the capacity of a floor warden as part of the University’s Emergency Preparedness Plan (Fire, W.H.M.I.S., Earthquake).
- Performs duties related to the qualifications and requirements of the position.
Required Knowledge, Skills & Abilities
- Thorough knowledge of the regulations, policies and procedures governing the program.
- Thorough knowledge of the Coordinator’s Manual and University policy and procedure governing faculty workload, admissions, registration and financial services.
- Thorough knowledge of word processing applications.
- Considerable knowledge of program content and flow.
- Considerable knowledge of business English and spelling.
- Considerable knowledge of office practices and equipment, bookkeeping and arithmetic.
- Considerable knowledge of spreadsheet and database applications.
- For specified programs: considerable knowledge of web posting and bulletin board applications.
- Considerable knowledge of the CCFA Collective Agreement articles pertaining to regularization, instructional and lab supervisor workloads, forward averaging, and overload/underload.
- Ability to multitask, apply organization skills to meet deadlines, and work with minimal supervision.
- Ability to understand and follow complex oral and written instructions, and communicate information effectively, both orally and in writing.
- Ability to adapt to changing situations.
- Ability to maintain attention to detail with constant interruption.
- Ability to establish and maintain effective working relationships with a diverse group of other employees, students and the general public
- Ability to maintain confidentiality and handle sensitive issues with tact and diplomacy.
- Ability to establish and maintain administrative procedures.
- Skill in keyboarding to 50 wpm.
Required Qualifications & Experience
- Completion of two years (approximately 60 credits) of post-secondary business education comparable to the Diploma in Business Administration program offered at Capilano University.
- Two years of directly related administrative support experience, including experience in an educational setting with significant student contact.
Required Certificates, Licenses and Registrations
- Valid BC Driver’s Licence
Posting Detail Information
Internal or External Position External
Interview Date (Week Commencing)
Appointment Date 11/01/2019
Appointment End Date (if temporary)
Days and Hours of Work
20 hours per week, as per department schedule.
Bridge Period (if applicable)
Pay Group 16
$2,126 – $2,392 per month, based on 20 hours per week.
Job Open Date 10/18/2019
Job Close Date 10/30/2019
Open Until Filled No