Program Coordinator, Sports Institute
Location
New Westminster, BC | Canada
Job description
Work Arrangements This temporary part-time (14 hours per week) position is available starting March 11, 2024 to August 31, 2024. Regular hours of work are Monday to Friday, between 8:00 am – 10:00 pm. Shift days and times may change depending on departments need. Occasional evening and/or weekend work may be required . The position is located at the New Westminster/ Coquitlam campus; however, successful candidate must be available for occasional work at the New Westminster/Coquitlam campus. Douglas College is committed to supporting a healthy work/life balance for employees. A modified/flexible schedule and/or hybrid work from home arrangement may be considered, subject to the terms of the College’s Work From Home Policy
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 Coordinator, Sports Institute, is the primary point of contact for the operations and oversees the administrative responsibilities to ensure compliance with related policies and procedures. This position coordinates and performs the administrative processes required to support the non-credit Continuing Education Adult and Youth Program operations. The Program Coordinator provides supervision to the positions that support the Continuing Education Adult and Youth Programs with operational direction from the Faculty Programmer. This position reports to the Manager, Athletics and Recreation Operations. This role provides exceptional client-centred service on a consistent basis to all internal and external stakeholder groups
Responsibilities 1. Oversees administrative operations of the Sports Institute a. acts as the primary point of contact for the Sports Institute, coordinating and performing the administrative functions required for effective operations of all programs;
b. ensures compliance with college and departmental policies, procedures and processes;
c. receives direction from the Faculty Programmer to monitor staffing budgets, reports and records;
d. ensures adherence to Health & Safety Guidelines in regard to accidents/injuries that occur within the work environment;
e. creates a variety of materials including procedures, manuals documentation standards and course materials;
f. oversees and performs duties such as responding to inquiries, preparing correspondence, forms and reports and data management;
g. performs regularly scheduled inventory and inspection of course materials, equipment and supplies, making purchase recommendations;
h. establishes and maintains an effective filing system for the Sports Institute;
i. coordinates with Human Resources, Payroll, Facilities, Learning Resources, CEIT, and Bookstore as required;
j. travels to Coquitlam Campus, and or designated sites to assist with operational needs
2. Performs administrative support functions for Continuing Education and Youth Programs a. liaises with instructors to facilitate program, course and programming requirements, including course dates, policies, and financials; referring changes or concerns to the Faculty Programmer;
b. provides on-site services support for programs, courses and activities, including room bookings, equipment, materials, and food services;
c. establishes and maintains routine program, course and activity follow-up, including such items as evaluations forms, certificates and mailing lists;
d. gathers and summarizes student evaluations and produces evaluation reports for the instructors and the Faculty Programmer;
e. prepares promotional material and packages including editing content and style;
f. maintains webpages, and electronic message boards to keep the college community informed of Sports Institute information, programming and events;
g. creates and updates course registration information in Banner, assigning course identification codes and liaising with the Enrollment Services and Finance as required;
h. assists with the maintenance of the Learning Management System (
i.e. Blackboard ) including updating course materials, adding new students, archiving student records, uploading and removing documents and identifying required revisions;
i. produces, reviews, updates and enters documents such as course information sheets, student records, instructor records, class lists, waiting lists, mailing lists and course cancellation information;
j. assesses and collects fees including processes fee adjustments;
k. assists with registration and other departmental support activities as required;
l. coordinates regular instructor meetings, including agenda preparation and logistics; records minutes at instructor meetings
3. Provides support to students and Instructors a. provides information regarding application procedures, admission requirements, grading policies, and financial aid, and maintains regular communication with applicants;
b. advises on CE course selection and ensures prerequisite requirements are met;
c. orients new students to the Learning Management System and counsels them on preparing for online learning;
d. provides ongoing troubleshooting on the Learning Management System to students and instructors;
e. coordinates exams and invigilates as required;
f. tracks and resolves student issues (i.e., outstanding student grades)
4. Supervises the daily operations of positions under responsibility a. supervises and coordinates daily work operations to achieve service standards, goals and efficiencies;
b. ensures adequate staffing coverage within existing budget parameters;
c. responsible for the hiring, onboarding, training, scheduling, supervising and timesheet approval for Student Assistants and contract employees in consultation with the Faculty Programmer and the Manager, Athletics and Recreation Operations
5. Performs administrative support functions to facilitate special events and activities a. supports planning, implementation, and facilitation of the Sport Institute programs, events and activities;
b. collaborates with appropriate departments and stakeholders to schedule and facilitate groups;
c. supports functions related to promotion, event management, and direction to staff, instructors and/or presenters;
d. provides information and content to prepare promotional materials for CE Adult and Youth programs as per departmental communications plan
6. Performs other related duties or projects as assigned a. provides support for departmental duties and projects as directed by the Manager, Athletics and Recreation Operations
To Be Successful in this Role You Will Need - To have successfully completed a two year diploma at a recognized post-secondary institution in a related field; degree preferred.
- A minimum of two years’ related experience or an equivalent combination of education, training and experience.
- Experience with and knowledge of Continuing Education health & fitness and youth related programming.
- Supervisory skills with the ability to hire, train and ensure employees follow procedures and meet deadlines.
- Demonstrated knowledge of course budgeting systems in Continuing Education and accounting and budgeting procedures (i.e. FAST, PeopleAdmin, etc.)
- Knowledge and proficiency in Banner including the ability to build and activate courses.
- Proficiency in database management (i.e. CRM) and Learning Management Systems (i.e. BlackBoard)
- Knowledge and understanding of related college policies and standard operating procedures.
- Demonstrated interpersonal and cross-cultural communication skills.
- Excellent communication skills including a good working knowledge of the English language (written and verbal).
- Demonstrated proficiency with, and knowledge of contemporary web-based communication applications, i.e. social media such as Twitter, Instagram, etc.
- A demonstrated ability to:
- speak to small and large groups in informal and formal settings;
- interact and respond effectively and tactfully with the public, students, stakeholders and college employees;
- present information and provide appropriate and diplomatic responses under pressure;
- work independently with minimal supervision;
- exercise initiative within a team and promote a positive work environment;
- plan, coordinate, organize and prioritize in order to meet deadlines;
- prepare agendas and minutes, as well as compose correspondence and reports with an emphasis on grammar, punctuation and writing skills;
- use Microsoft Office Suite (Word, Excel, PowerPoint) proficiently;
- think critically, reason and problem solve;
- apply and work within relevant policies and procedures;
- keyboard accurately at 50 wpm.
- Good working knowledge of modern office equipment, practices and procedures.
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