The Office Manager contributes to the success of Douglas College by planning, organizing and managing administrative services and work processes within the department administrative office.
Employing administrative best practices, the Office Manager maintains an efficient and well-coordinated administrative infrastructure and provides administrative and confidential support to the Department Director.
The incumbent exercises considerable independence, discretion, judgment, and initiative in engaging with both the internal College and external community.
Reporting to the Director, the Office Manager provides exceptional client-centred service on a consistent basis to all stakeholder groups.
Responsibilities I. People
Provides leadership and direction to support staff.
Responsible for the supervision of support staff, including the coordination of support staff activities, orientation, coaching and guidance of staff, evaluation of work quality, performance management and, where necessary, the discipline process.
Assesses staffing requirements and makes recommendations for new positions, modification of existing positions and changes to the staff complement.
Leads the recruitment and selection process for support staff, including hiring, orienting, and identifying and organizing support staff professional development.
Ensures policies and collective agreements are adhered to and serves as a resource for matters relating to policy, procedures, and governance.
Fosters an engaging and civil workplace environment and represents the Department and the College appropriately to the internal College community and outside agencies and officials.
II. Administration and Reporting
Assesses and improves administrative procedures to enhance efficiency and cost-effectiveness, promoting a culture of continuous improvement.
Researches, prepares, and distributes a variety of documents and materials, including those of a complex and / or highly sensitive nature.
Documents include contracts, reports, proposals and other information for strategic planning and decision-making. This also includes budget submissions of staff modeling, contingency planning, minutes of confidential meetings, performance evaluations, and makes recommendations as appropriate.
Responsible for the implementation and management of the department’s Quality Management system or practices including continuous improvement initiatives related to departmental administrative processes
Coordinates the dissemination and documentation of changes in processes and / or reviews of financial, human resources, and health and safety initiatives, policies and procedures.
Establishes and maintains efficient systems for records and information management. Ensures privacy and security of records and information.
Provides confidential administrative support to the Department Director as necessary. Represents management in the BCGEU grievance process and provides input for collective bargaining.
Liaises with internal departments such as Senior Management, Human Resources, Purchasing, Payroll, Finance, Enrolment Services, Student Affairs and Services, Future Students Office, Douglas International, Facilities and Ancillary Services, Safety, Security, and Risk Management, Douglas College Student Union, Careers Services, and Faculties, as required, to work towards common goals and develop processes and plans to support the activities of the Department.
Makes recommendations to the Department Management.
Triages complex and sensitive issues.
Assesses the urgency of competing issues and makes informed decision that maintains the balance with schedules of office staff.
III. Committees, Projects and Program Support
Coordinates and leads special projects and initiatives, as assigned by the Director, including reviews of administrative and work processes.
Prepares, coordinates and distributes committee (internal and external) documents for review and approvals. Provides guidance and direction to committee members, which may include students and faculties.
Coordinates and / or oversees events within the Department.
Maintains an accurate understanding of relevant College policies in order to advise and make referrals, including students, staff, and faculty as appropriate.
IV. Contractor Relations
Responds to contractor enquiries and facilitates resolution of administrative issues.
Establishes efficient systems for tracking performance and addressing issues and anomalies.
V. Purchasing Resources
Prepares purchase requisitions and specifications and ensures authorization is attained, as necessary, to facilitate the timely purchase of services and supplies.
Reviews purchase quotations.
Maintains supplier and vendor files.
Addresses defective or unacceptable new goods or services with users, vendors and others to determine cause of problem and take corrective and preventative action.
Maintains vendor relationships and liaise with the purchasing department, as needed.
Supervises smaller purchase requisition process.
VI. Financial Resources
Identifies resource levels required for administrative activities associated with new project development in consultation with the Director.
Manages the day to day spending for the Department as applicable. Acts as the primary contact for Finance to ensure that accounting methodology, policies and procedures are well understood across the Department and that procedures are followed for all financial transactions, as applicable.
Supports the coordination of operational and budget planning, as assigned by the Director.
To Be Successful in this Role You Will Need
A Bachelor’s Degree in a related area, plus a minimum of three (3) years’ directly related experience in an educational / post-secondary education sector setting;
or an equivalent combination of education and experience.
Proven project management skills including dealing with conflicting priorities, needs and deadlines.
Experience in employee recruitment, selection and performance management.
Highly developed interpersonal, communication and team-building skills.
Proven supervisory experience including budget management, employee supervision, employee development and process control.
Demonstrated ability to lead a team in a very fast paced, complex and changing work environment.
Able to accept responsibility, exercise initiative and deal with people effectively.
General knowledge of systems used in planning, organizing and establishing workflow schedules.
Demonstrated experience in establishing and maintaining effective working relationships with employees at all levels of the organization.
Skilled in the use of computer software applications, such as MS Office, and proven keyboarding skills at an intermediate to advanced level.
Experience working with Banner is an asset.
Supervision experience in a unionized environment is an asset.
Sound judgment and professionalism, demonstrated ability to act tactfully, diplomatically, and with discretion in all contexts, internally and externally.
Excellent command of the English language, both written and oral.
Your skill set includes a strong administration / management background, team building, and excellent interpersonal and communications skills.