If loving what you do and being good at it is your definition of a great career

…welcome to Douglas

JOB DESCRIPTION- ADMINISTRATIVE OFFICER I PL14

DEPARTMENT: CFCS
REPORTS TO: Administrative Officer II

The Role

The Administrative Officer I contributes to the success of Douglas College and its community
of learners by providing daily supervisory and administrative support for the Faculty of
Commerce and Business Administration as well as support to the Dean in the process of
strategic educational planning while providing exceptional client-centered service
consistently to all stakeholder groups.

Key Success Outcomes

 Department and client satisfaction – service delivery

 Relationship with the internal team and community stakeholders
 Facilitate effective operations

Major Responsibilities

1. Supervises the daily operation of positions under his/her responsibility.

a. participates in the development of staffing plans; performs administrative tasks related
to s t a f f coverage (ie. Vacations and m o d i f i e d days, t i m e s h e e t s a n d
employee information records, for support and auxiliary staff);markers and student
b. provides
assistants. ongoing guidance and training to staff in setting and achieving established
standards;
c. coordinates and approves staff work and vacation schedules and other absences; and
timesheets;
d. conducts performance evaluations and schedules monthly meetings with support staff
under his/her responsibility;
e. directs work of a routine and non-routine nature and establishes priorities where
applicable.

2. Provides a variety of administrative support functions.

a. participates in and assists with the recruitment of staff;
b. coordinates with human resources department to have positions posted;
c. assists with new hire selection process including providing orientation and ensuring the
provision of appropriate training;
d. provides input into the review and update of staff job descriptions;
e. identifies, recommends and participates in the implementation of strategies to increase
efficiency and effectiveness of administrative operations together with new or existing
programs and projects that can best meet the needs of the faculty;
 If loving what you do and being good at it is your definition of a great career
…welcome to Douglas

f. coordinates and inputs Banner data for CE programs requiring college registration;
g. coordinates and works with departmental assistants and program coordinators
regarding Timetable Submissions and Timetable Changes
3. h.Produces a variety of documents and correspondence for internal and external
distribution.
a. coordinate the preparation and circulation of plans and accompanying documents;
formats and produces memos, letters, reports, and forms from drafts or notes;
b. prepares agenda packages, records and produces formal minutes and related
correspondence for meetings, ensuring timely distribution of materials;
c. prepares and produces documents including budget requests, grant proposals,
employment contracts, etc.;
d. compiles information and/or statistics for reports or other material including
distribution;
e. maintains a variety of paper and electronic records for the Faculty, purging and
archiving as necessary and ensuring security of confidential materials.

4. Administers projects by working independently and with direct supervision to:

a. provide administrative support for projects as delegated;
b. communicate with faculty, staff and with other stakeholders, as directed, about
progress and directions for educational planning;
c. participates in the development of policies, objectives and long-range planning; assists
with the development and maintenance of tracking and evaluation programs to assist in
accomplishment of established goals;
d. research and summarize information for projects from a variety of data sources,
institutions; either on-line or in person;
e. maintain and track information related to project budgets, timelines and achievement of
goals;
f. provide verbal and written reports on project progress and outcomes.

5. Performs other related duties.

a. establishes, fosters and maintains an effective working relationship with staff, faculty,
administrators and external contacts;
b. coordinate and organize the planning of events such as fund raising and/or department
and record outcomes as required;
c. coordinate meetings with other faculties and with other institutions to discuss
collaborative opportunities;
d. follows up on contacts and requests on behalf of the Dean and report outcomes;
e. collects information from internal and external sources related to a variety of issues or
problems.
 If loving what you do and being good at it is your definition of a great career
…welcome to Douglas

Created: March 2014

Employee Signature Supervisor’s Signature

Employee Name (Print) & Date Supervisor’s Title & Date

I certify that I have read and I certify that this job description is an
understand the responsibilities accurate description of the
responsibilities assigned to this position. assigned to this position.

The above statements are intended to describe the general nature and level of work being performed by the
incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities
required of the position.