Program Assistant I (Training Group)
Douglas College
Coquitlam, BC
Work Arrangements
This position is located at the Douglas College Surrey site at 13769 104 Ave. Surrey, BC.

This temporary, part-time (19 hours per week) position is available for the period of April 29, 2019 to March 31, 2020.

Hours of work are Tuesday, Wednesday and Thursday (3:30 pm to 7:30 pm) and Friday (9:00 am to 430 pm).

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 Program Assistant I performs a variety of administrative and clerical duties in support of the special projects/programs of the Douglas College Training Group (TG).

Provides exceptional client-centred service on a consistent basis to all stakeholder groups.

Responsibilities

1. Receives telephone calls, visitors and documentation:
a. receives, opens, prioritizes and sorts all incoming mail, noting action required;
b. handles all telephone calls, answering questions, providing information, making referrals and taking messages;
c. greets and provides information to visitors, determines appropriate actions and makes appropriate referrals.

2. Produces a variety of documents and correspondence:
a. assists with preparation of reports, business letters, curriculum, and other documents as well as takes meeting minutes. Arranges printed materials for administration, trainers, and students;
b. assists with mail, scanning and fax transmissions and photocopying for all stakeholders;
c. maintains a variety of records for the project/program, deleting/archiving as appropriate and ensuring security of confidential materials.

3. Provides administrative support to the project/program:
a. follows established record-keeping requirements of the College and adheres to Training Group’s Quality Management System (ISO 9001:2015) practices;
b. establishes and maintains filing systems for assigned projects;
c. updates information in internal and external databases and generates queries as needed;
d. secures all records and retrieves records upon request;
e. uses broad range of functions within MS Office products;
f. maintains participants’ attendance records;
g. assists with special activities/events;
h. acts as a contact person for all instructors, staff and participants;
i. assists with all assignments;
j. maintains inventories of participant training supports;
k. coordinates training allowance disbursement to participants.

4. Performs other related duties:
a. report to assigned project lead(s) on a regular basis;
b. attends all staff meetings as requested.

To Be Successful in this Role You Will Need
1. A high school diploma plus a certificate in office administration training.

2. A minimum of two years’ experience working in a high volume, fast-paced educational environment servicing the general public. An equivalent combination of training and experience may be considered.

3. Experience working within a multi-cultural setting.

4. Ability to speak and write English fluently.

5. A demonstrated ability to:
– Provide prompt, efficient and courteous client service;
– Understand and respond appropriately to the needs of a diverse group of clients, some who may be on income assistance, unemployed and/or recently immigrated;
– Communicate effectively with all individuals including those who may speak little English;
– Exhibit an awareness of the diversity associated with various cultural groups;
– Communicate courteously and effectively in person, in writing and over the telephone with staff, faculty, administrators, participants and the public including government and ministry personnel;
– Work with a minimum of supervision, multi-task, meet deadlines and manage competing priorities in a project-based environment;
– Accurately keyboard at 40 wpm;
– Use database management systems and MS Office (i.e. Word, Excel, PowerPoint, Access) at an intermediate level;
– Work with routine office systems and perform office administration duties, such as filing and maintaining records;
– Take and prepare minutes;
– Organize and systematize office processes;
– Prepare general office correspondence, business letters using mail merge, reports, and other related program/department documents;
– Maintain confidential files and records on participants.