This on-call auxiliary position is available starting April 17, 2023. Hours of work are generally between 8:30 am to 4:30 pm, Monday to Friday. Occasional evening and/or weekend work may be required. Overtime maybe required from time to time. Scheduled hours range between 4 hours to 7 hours per day depending on the assignment. The position is located primarily at the New Westminster campus; however, successful candidate must be available for work at the Coquitlam campus.

To provide direct administrative support to the Administrative Officer, CIO, management and staff of the Centre for Educational & Information Technology (CEIT) including answering a multi-line switchboard quickly and effectively, and by assisting with a variety of receptionist, clerical and administrative duties. Provides exceptional client-centred service on a consistent basis to all stakeholder groups following established processes, procedures and classification systems.

1. Provides switchboard and reception support for the College and CEIT.
a. answers calls for the College and ensures they are handled quickly and effectively;
b. answer questions, provide assistance, makes referrals and routes calls to the appropriate person/department if needed;
c. maintains and/or updates department and College directory systems as assigned;
d. provides information, service and assistance to visitors and employees;
e. keeps current with events and important dates to further help clients on the phone and in person.

2. Provides clerical, administrative, procedural and logistical support for CEIT.
a. handles all telephone calls, answering questions, providing information, making referrals and taking messages;
b. greets and provides information to visitors, determines appropriate actions and makes appropriate referrals;
c. responds to requests for information and other inquiries including communicating with departmental personnel to obtain information;
d. handles asset distribution ensuring appropriate signatures are received and related documentation is filed/distributed as per established processes.
e. in collaboration with the Administrative Officer, assists with the preparations of meeting schedules, minutes, notes and agendas;
f. records and distributes notes/minutes for department and committee meetings as assigned;
g. books rooms and catering for a variety of activities;
h. performs a variety of duties in support of special projects assigned by the Administrative Officer;
i. as directed by the Administrative Officer and in consultation with the Production Assistants, reviews information on the College websites and provides feedback on CEIT brochures/communications;

3. Produces a variety of documents and correspondence for internal and/or external distribution including but not limited to:
a. formats, composes, prepares and produces routine correspondence including memos, letters, reports, forms, course outlines, manuals, minutes as assigned;
b. compiles information for reports, including data entry, sorting and organizing data as requested;
c. processes a variety of records, documents and forms through appropriate channels, ensuring accuracy and completeness, purging as necessary, and ensuring security of confidential materials.

4. Ordering, receiving and invoice Coordination.
a. orders and receives supplies and equipment as directed/requested by managers and staff, via the appropriate systems, coding to the appropriate cost centres;
b. receives goods in department;
c. confirms the receipt of goods with shipping;
d. confirms Production Assistant(s) have related packing slip documentation;
e. as requested by the Administrative Officer, organizes invoices for payment and ensures related documentation is filed/distributed as per established processes, arranging for appropriate signatures if requested;
f. updates asset inventory as instructed;
g. escalates issues to the Administrative Officer as needed.

5. Office Coordination
a. maintains inventory of forms, office and printer supplies, distributing as instructed;
b. ensures kitchen, photocopy and supply cabinets are adequately stocked and orderly;
c. updates mailboxes and office nameplates for CEIT employees.

6. Performs other duties as assigned.
a. provides support for the Administrative Officer as needed;
b. maintains training on other department clerical support positions to cover for absences as needed and / or training of auxiliary staff.

Interested applicants must submit their application and all required documents online on the Douglas College Career Site www.douglascollegecareers.ca. Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be received by April 6, 2023. 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.