Department Assistant

at  Langara College

Interested in a career at Langara College?
Our employees exemplify Langara’s values of excellence, collegiality, innovation and integrity. If you think this position fits your qualifications, we encourage you to apply!
Langara College is located in Vancouver, B.C.: applicants to postings must be located in BC or willing to move to BC to accept work with Langara College. Exceptions to this will be clearly outlined in the event Langara College requires work (or positions to be based) to be performed outside BC or Canada.
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Job Title:
Department Assistant
Employee Group:

CUPE

Employee Type:
Permanent
Start Date:
Monday, May 6 2024
End Date (if applicable):
Job Description:
Langara College is committed to supporting and fostering excellence in academic quality assurance. Reporting to the Associate Vice-President – Academic, the Office of Academic Quality Assurance (AQA) is responsible for the overseeing Langara’s academic quality assurance processes in alignment with College Plans, College Policies, and the Ministry of Advanced Education and Skills Training’s expectations.
The Department Assistant provides administrative and operational support to the Office of Academic Quality Assurance. This position provides secretarial and clerical support, including completing operational and financial tasks within the College’s ERP system and extracting data from College dashboards; schedules, organizes and attends meetings, including taking minutes and preparing associated agendas and materials; supports AQA events in the form of room bookings, catering and document reparation; organizes and maintains database and filing systems, official repositories of records, and websites’ content. Other responsibilities include participating in the design editing and maintenance of forms, reports, AQA websites and AQA SharePoint sites, updating manuals, fact finding, and responding to inquiries. May perform other related duties.
Qualifications Required:

Education and Experience

• Grade 12 completion, plus over one year of business, office management, or secretarial training with additional course work in databases and desktop publishing from a recognized institution. Completion of a two-year college preferred.
• Four (4) years of experience performing administrative and secretarial duties in an office environment, preferably supporting multiple offices within a post-secondary environment.
• An equivalent combination of education and experience may be considered.
• Thorough knowledge of current office software, general office procedures and applicable guidelines with regard to effective office operations and administration.
• Experience creating and maintaining a database/database management system for office use.
• Experience with verbatim minute taking and have basic knowledge of Roberts Rules of Order.
• Experience in creating documents using current office and desktop publishing applications.
• A thorough knowledge of post-secondary administrative procedures, policies and the Quality Assurance Process Audit (QAPA) is preferred.
• Intermediate to advanced knowledge in the use of computer applications including; word processing, spreadsheets, email and internet browsers.

Skills and Abilities

• Excellent English 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.
• Ability to work independently and collaboratively as part of a team.
• Ability to understand and follow complex discussions and outcomes of proposals.
• Ability to comprehend, explain and follow complex guidelines, policies, and procedures.
• Ability to perform assignments with minimal supervision and to take initiative.
• Strong attention to detail
• Ability to adapt to a varied working schedule to meet the needs of several areas.
• Effective organizational skills and the demonstrated ability to multitask and prioritize, with strong time management skills. Must be able to work well under pressure and meet deadlines.
• Ability to exercise sound judgment, adapt quickly to changes in procedures, and to solve problems.
• Ability to work well wand effectively with a demanding workload and frequent interruptions.
• Demonstrated ability to improve or streamline processes and procedures
• Ability to handle sensitive information with tact and discretion.
• Ability to maintain confidentiality
• Demonstrated ability to effectively and accurately prepare agendas and detailed minutes. Must have keyboarding (typing 60 wpm) and the ability to take verbatim minutes. Speedwriting or shorthand an asset.
• Demonstrated ability to produce agendas and take professional meeting minutes.
• Intermediate to advanced computer skills in a Windows environment, including word processing (MS Word), spreadsheets (MS Excel), database software, use of attachments, internet search tools and development/maintenance of information on a website or content management system
• Ability to learn new application skills in a self-directed manner.

To obtain the full job description, please
contact
our recruitment team.
Salary Range:
$29.83 - $33.91 per hour
Pay Grade:
CUPE Paygrade 20
Scheduled Weekly Hours:
35
Hours may vary according to the needs of the department.
Compressed Workweek (Fortnight):
No
Closing Date:
Tuesday, April 16 2024
People and Culture is committed to embracing, honoring, and promoting diversity, equity, and inclusion in our workplace. We remain dedicated to focusing our efforts on creating an inclusive employee community that fosters a sense of safety and belonging for everyone. We humbly acknowledge that we are just beginning our journey, which includes engaging in our own internal learning and creating a data-driven action plan that supports the integration of EDI practice into the work of People and Culture and the work we do with employees and leaders. Langara College welcomes applications from everyone including people from groups that are experiencing inequity including, but not limited to, Indigenous people, racialized people, people with disabilities, and members of the 2SLGBTQIA+ community. If there are any barriers that you are experiencing or an accommodation that we can provide to support you through the application process, please
contact
us.
If you were a temporary employee with CUPE Local 15 at Langara College who has worked within the last five (5) months of the closing date on this posting, please
contact
our recruitment team if you meet the criteria for internal status (850 hours worked) as per Article III.7.g in the
CUPE Collective Agreement
. Please quote the job requisition title and number with your previous employee ID and last day worked at the College. Please do not email if you worked at the College more than 5 months ago or if you worked in a different union.
Shortlisted candidates will be required to provide proof of educational and professional credentials noted on their resume. In addition, those shortlisted with international credentials must have their education credentials evaluated through WES (World Education Services) and provide Langara College, People & Culture document evaluation access for employment purposes.
We thank you for your interest in Langara College and for taking the time to complete an application. Only complete applications will be reviewed. Please be advised that only shortlisted candidates will be contacted due to the number of applications received.
Langara is committed to enhancing our diverse workforce

Please refer the Job description for details