Program Advisor - Faculty of Applied Community Studies

at  Douglas College

WORK ARRANGEMENTS

This regular full-time (35 hours per week) position is available starting August 26, 2024. Regular hours of work are Monday to Friday, 8:30 am – 4:30 pm. Shift days and times may change depending on the Department’s need. Occasional evening and/or weekend work may be required. The position will be located at New Westminster and Coquitlam campuses; the successful candidate must be available to work at both locations equally during the week. Douglas College is committed to supporting a healthy work/life balance for employees. A modified/flexible schedule may be considered upon successful completion of the trial or probation period.

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 FACS Program Advisor contributes to overall student success by providing faculty members in the Faculty of Applied Community Studies with course based administrative support while supporting a range of departmental processes such as: program marketing, student selection, admission, registration, and orientation. They also ensure exceptional client-centred service standards are met on a consistent basis to all stakeholder groups.

RESPONSIBILITIES

1. Information and Support to Facilitate Student Success:
   a. Provides detailed information about FACS programs in response to student phone, e-mail and drop-in general inquiries;
   b. Researches, prepares, and distributes material to help students understand content and structure of programs in FACS;
   c. Interviews prospective students about complex academic issues to provide information on programs within the FACS faculty and makes referrals to appropriate College resources when necessary;
   d. Provides students with current information on FACS programs including credit transfer to and from Douglas College, upgrading, application procedures, assessments, and admission requirements;
   e. Responds to Prior Learning Assessment and Recognition (PLAR) inquiries, providing students with current information on processes and referring students to the appropriate department or coordinator;
   f. Responds to concerns from students and the public, including de-escalating students who may be upset and redirecting students to College resources as appropriate.
   g. Guides and orients students to support completion of their program;
2. Instructional Support and Program-based Assistance:
   a. Assists Coordinators with PLAR admission and tracking processes;
   b. Communicates with students on behalf of faculty;
   c. Supports online communications within student cohorts;
   d. Creates and maintains electronic database to support Coordinators with future planning for course offerings;
   e. Develops and maintains a records and information management system in collaboration with Coordinators;
   f. Composes and distributes clear and timely communication to students regarding procedures and deadlines;
   g. Assists Coordinators with practicum-related tasks such as maintaining up to date practicum lists, student files, responding to requests for information from site supervisors, and sending out thank you letters;
3. Technical Support to Students and Faculty:
   a. Provides guidance to students and faculty in the use of specialized equipment as needed in classrooms and labs
   b. Gathers and synthesizes student information using in-depth knowledge of student information system;
   c. Supports students in learning to use online College systems
   d. supports student placements within Health Authorities through in-depth understanding of specialized Data System;
   e. Uses specialized software to design, develop, and upload department news and information to the intranet;
   f. Designs and develops informational videos for students to navigate College systems using specialized software;
   g. Creates and maintains department/program web pages and social media sites;
4. Student Recruitment, Selection, Registration, and Orientation Support to Facilitate Program
   Success:
   a. Develops and maintains program brochures and marketing materials;
   b. Educates new and continuing students in FACS programs on course planning and registration processes
   c. Researches and plans for program presence at community events as required by devising and maintaining annual calendar of events, registering, booking supplies, organizing volunteers;
   d. Plans and attends program information sessions, career and education fairs, community marketing events;
   e. Supports the recruitment and intake/admission processes through phone monitoring of applicant’s progress;
   f. Works with Coordinators to plan and participate in student selection events and interviews through scheduling interviews, inviting candidates, coordinating community volunteers, tabulating scores, responding to inquiries and preparing reports post selection.;
   g. Communicates with different areas within the Registrar’s Office, such as Admissions Office to insure student information and records are up to date and accessible to students and processes are followed.
5. Departmental Administrative Support:
   a. Attends department meetings and provides reports related to admissions, registration, program activities as requested;
   b. Attended FACS committee meetings;
   c. Attends department PAC meetings and provides administrative support;
   d. Attends FEC as a representative of the staff group, as directed by Supervisor;
   e. invigilates student tests and exams as directed by Supervisor;
   f. Reviews and proofreads course schedule and section restriction reports together with Coordinator;
   g. Develops and maintains departmental tracking form to help students with course planning;
   h. Works with Coordinator to maintain an up to date list of transfer credit and articulation guidelines;
   i. Enters course overrides with the approval of the Coordinator.
6. Other Related Duties:
   a. Has a strong knowledge of other FACS Program Advisors’ responsibilities in order to provide appropriate coverage as needed;
   b. Provides administrative support on special projects at the direction of the Dean and Associate Dean, either alone or in collaboration with other FACS Program Advisors;
   c. Attends and participates in a range of College-wide committees.

TO BE SUCCESSFUL IN THIS ROLE YOU WILL NEED

1. Good working knowledge of the English language (written and verbal) and demonstrated ability to speak to small and large groups in informal and formal settings. Ability to give effective, verbal presentations as well as media presentations inside the classroom, at information sessions and to the general public.
2. Two years of post-secondary education in a related field combined with two years of field experience. Education and skills related to supporting individuals with barriers is an asset.
3. Knowledge of college programs together with intermediate interviewing skills to provide information and advising related to programs within FACS. Good working knowledge of systems and procedures necessary to support current and prospective students.
4. Proven organizational ability together with a demonstrated ability to work independently with a minimum of direct supervision, establish priorities and meet deadlines, e.g. provide support for the registration processes including the ability to solve problems.. Demonstrated ability to exercise independent judgement in selecting and interpreting information, reconciling deviations from standard methods and resolving problems.
5. Demonstrated inter-personal skills for communicating courteously and effectively in writing, in person, or over the telephone with staff, faculty, administrators, students, community agencies/practicum sites and the general public. Strong ability to maintain good working relationships with other employees. Demonstrated ability to provide accurate information in a compassionate manner to students and the public and to respond to unhappy, uncooperative or irate students.
6. Demonstrated ability to maintain a high degree of confidentiality with respect to instructional and student related information. Demonstrated ability to work as an effective team member across several programs, and to step into another Program Advisor’s role for short periods of time as needed.
7. Demonstrated ability to support the instructional process through the preparation of lab materials and equipment.
8. Demonstrated ability to give effective, verbal presentations and media assisted presentations, as required.
9. Proven aptitude for gathering information and researching community agencies and events to support program recruiting initiatives. . Proven analytical and decision-making skills.
10. Demonstrated ability to use standard office software as well as specialized software required to create and maintain websites, social media sites, and college systems. Demonstrated ability to maintain Excel databases. Knowledge of Access databases, HSPNet and Banner is an asset.
11. Demonstrated ability to provide guidance to students and faculty in the use of specialized equipment e.g. in classrooms and labs. Demonstrated ability to provide students with guidance in understanding and using online College systems.
12. Demonstrated ability to maintain current knowledge in the fields associated with FACS. Ability to liaise effectively with multiple community practice fields and to maintain intricate knowledge of practicum sites.