Division Assistant - Part Time

Langara College • Redmond, WA

1d • Onsite

About The Position

Reporting to the Academic Administrative Manager, the Division Assistant provides administrative support to the Division Chairs, who may also direct, approve and/or assign administrative duties in support of Department Chairs and Program Coordinators. This position assumes responsibility for a variety of functions in support of the administrative and instructional processes of the College, including but not limited to, operational support related to the faculty non-instructional duty (NID), vacation, and faculty evaluation process, Professional Development funds administration, calendar management, meeting coordination, recording of minutes, and divisional event planning. The Division Assistant is also responsible for records management for files and divisional databases. May perform other related duties as required.

Requirements

• Grade 12 completion, plus additional specialized training of one year in business, office management or administrative skills from a recognized institution.
• Four (4) years of progressively senior administrative experience, preferably in an educational or public organization.
• Thorough knowledge of current office software, general office procedures and applicable guidelines with regard to effective office operations.
• Excellent oral and written communication skills with the ability to express ideas clearly in writing or in person.
• Effective interpersonal skills with the ability to deal professionally with people in a tactful and respectful manner, and to maintain effective working relationships with all constituencies of the College.
• Effective organizational skills and the ability to work well under pressure with frequent interruptions, cope with a demanding workload, and to meet deadlines. In addition, must be able to work effectively with individuals who are under pressure to meet numerous and conflicting deadlines.
• Ability to take and transcribe dictation of a complex or technical nature with speed, accuracy, and in a timely manner.
• Ability to work independently and collaboratively as part of a team.
• Ability to exercise sound judgement and problem solve.
• Ability to perform assignments with minimal supervision and to take initiative.
• Ability to comprehend, explain and follow complex guidelines, policies, and procedures.
• Demonstrated ability to effectively and accurately prepare agenda and detailed minutes.
• Must have keyboarding (minimum typing 40 wpm) and the ability to take verbatim minutes.
• Ability to independently compose non-routine correspondence, reports, and related material.
• Proficiency in the use of personal computers in a Windows environment using current MS Office Suite.
• Ability to handle sensitive information with tact and discretion.
• Ability to maintain confidentiality.

Nice To Haves

• Completion of a two-year college diploma preferred.
• An equivalent combination of education and experience may be considered.

Responsibilities

• Provides administrative support to designated Division Chairs: Composes, under the direction of the Division Chairs, documentation/correspondence relating to complex matters supporting faculty and departmental operations. Initiates correspondence on behalf of the Division Chairs, such as memos, reports, documents, forms, etc. using various computer word processing and spreadsheet applications. Directs the flow of information, materials, and documents to appropriate individuals, tracks response deadlines and follows up to ensure deadlines are met. Monitors and coordinates the collection and collation of required faculty files as requested by the Division Chairs or the Administrative Manager. Examples include vacation requests, professional development plans and reports, inventory lists, reports, and other documentation as assigned. Facilitates Professional Development (PD) fund management and verifies claims based on approved allocations from the LFA and Finance. Duties include tracking of annual allocations and carry over amounts by individual faculty and discretionary funds by department, processing/vetting of individual claims for authorization by the Division Chair; liaison with faculty member. Completes purchase requisitions and expense claims for authorization. Orders office supplies, materials and equipment and organizes the offices of the Division Chairs. Maintains inventory of divisional office supplies and promotional items. Opens, prioritizes, sorts and processes incoming mail. Handles outgoing mail. Organizes the Division Chairs’ calendar; troubleshoots meeting conflicts and/or urgent matters that arise that require immediate resolution; screens and directs telephone calls as needed. Responds to student inquiries and directs them in accordance with College policies, procedures and guidelines.
• Attends meetings and takes verbatim or summary minutes: Takes and transcribes verbatim or summary minutes for ad hoc meetings related to sensitive issues, such as academic integrity, complaints, investigations, and other complex issues. Records and distributes minutes and relevant information pertaining to various committees (e.g. program advisory, working groups, etc). Prepares meeting documents and ensures that relevant information is distributed prior to meetings. Maintains an active bring-forward system for all action items recorded in minutes of meetings and ensures they are included in future agendas. Manages all logistical arrangements related to room bookings, catering and technical requirements and remains flexible to variation in scheduling demands to accommodate meetings. Creates, maintains and updates lists and other relevant data concerning committee members. Maintains working files for regular meetings.
• Assists in tracking and compiling Student Response to Instruction (SRI) Surveys: Organizes Student Response to Instruction (SRI) surveys via a web-based application, including creating survey templates, setting up individual surveys, preparing survey reports, and redacting personally identifiable information to maintain anonymity. Liaises with the Division Chair, Department Chairs, Department Service Assistant and Peer Evaluators regarding survey packages, survey dates and reports. Completes manual data entry of any paper-based surveys into the web-based application. Scans paper copies and retains on file for the prescribed retention period. Liaises with DSAs on faculty evaluations, as required.
• Assists in the coordination of Divisional events and diagnostic tests: Provides support to the overall planning and coordination of Divisional events. Activities range from guiding volunteers to liaising with various internal departments or external vendors to organize resources. Adheres to allocated event budget and documentation of expenditures. Provides administrative support for diagnostic tests (e.g. LET) as required to ensure their smooth operation. Liaises with Registrar’s Office to assist with the On-Call Invigilation process and Lecture theatre bookings. Maintains the On-Call Invigilation cellphone.
• Position may perform other related duties or projects as assigned by the Division Chairs or by the Academic Deans office.

Benefits

• Extensive medical, dental, and vision coverage
• Hybrid-work program for eligible positions
• Generous vacation package plus paid time off during college winter closure (1 week in December)
• Employer paid defined benefit pension plan
• Potential eligibility for educational, training, and developmental programs
• Access to on-site daycare subject to availability
• Tuition waivers for courses at Langara College, subject to space availability
• Course/program tuition reimbursements
• Wellness classes and campus engagement events

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: High school or GED