Program Support Specialist

Position Details

Position Information

Position Title Program Support Specialist Posting Number 02403SA Location Coquitlam Campus Grade or Pay Level S - Pay Level 12 Salary Range $53,738 annually (with wage increments to a max of $60,006 annually). Salary and wage increments are in accordance to the Collective Agreement. Position Type Support Staff - Regular Posting Type Internal Regular/Temporary Regular Employment Type Full-Time Posting Category Staff Start Date 11/18/2024 End Date Day of the Week Mondays, Tuesdays, Wednesdays, Thursdays, Fridays Shift 8:30 to 4:30 Work Arrangements
This regular full-time (35 hours per week) position is available starting November 18, 2024. Regular hours of work are Monday to Friday 8:30 am - 4:30 pm. The position is located at the Coquitlam campus; however, successful candidate must be available for occasional work at the New Westminster campus. Douglas College (DC) 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 after completion of probation.
What Douglas Offers
We offer the opportunity to do what you do best in an inclusive, collaborative and collegial environment. At Douglas, our goal is to ensure our people are valued and supported by promoting a healthy work-life balance, professional growth, and development, as well as a safe and respectful workplace.

•Transit-accessible campuses
•Hybrid work arrangements for eligible positions
•Competitive salaries
•Excellent Health and Dental Benefits for eligible positions
•Defined-Benefit Pension Plan for eligible positions
•Professional Development funding
•Access to our Fitness Centres and Classes

For more benefits information, click here !
The Role
The Program Support Specialist, Health Sciences provides high quality and professional services and advice to current and prospective students (domestic and international), parents and alumni. This position is responsible for guiding and supporting applicants and students throughout pre-admission and admission to Health Sciences programs at Douglas College; requiring extensive knowledge of Health Authority policies and regulations related to immunizations and clinical requirements.

This position provides a variety of administrative, logistical, analytical and technical support to the Faculty of Health Sciences in support of students and programs. Areas of responsibility include but are not limited to collection, collation, and analysis of documents required for entry into practicums, revision and updating of program information, corresponding about program requirements or changes, liaising between graduates and programs for post-graduation documents, and advising on program eligibility or referring to appropriate contacts across the college.

As the first point of contact, the Program Support Specialist requires a broad knowledge of college stakeholder functions and Health Science programs and requirements to effectively support students and applicants. The Program Support Specialist plays an integral role in the network of service professionals across the college that contributes to a positive educational experience for students.

Responsibilities

1. Facilitates program and student success in Health Sciences.
a. Oversees, coordinates and completes processes relating to advising students on Health Sciences program requirements and policies, application and registration processes and deadlines, and identifying issues specific to closed enrolment programs.
b. Provides guidance and advice to students on course selection, course transferability, and course planning using Banner and BC Transfer Guide.
c. Advises students on registration issues regarding prerequisites; determining when course overrides are appropriate, and inputting overrides when applicable.
d. Follows up with applicants regarding outstanding requirements, including immunization documentation, and advises students regarding status of applications.
e. Compiles, evaluates, and approves new students' admission documents.
f. Refers students to other college resources such as Enrolment Services, Academic Advising, Assessment Services, Student Services, Learning Centre, as appropriate.
Program Support Specialist - Health Sciences Page 2 of 4
g. Communicates difficult information to students and diffuses situations with students who are agitated and distressed, referring to the Faculty Coordinator (s)/Director/Administrative Officer as needed.
h. Identifies potential issues related to student admission and success and makes recommendations to Faculty Coordinator(s)/Director to improve and streamline processes.
i. Maintains currency on policy, procedures and regulation related to admissions (external and internal) including clinical practice requirements for students to enter practice placements.
j. Organizes and participates in regular meetings with Enrolment Services representatives to ensure students receive accurate and current information regarding admission and graduation requirements.
k. Coordinates logistics for program and student events both on and off campus.
l. Assists in annual planning related to student admission, registration and events (i.e., welcome events).
m. Establishes and maintains effective working relationships with staff, faculty, administrators and external contacts.
n. Tracks and collects data and related documentation associated with re-entry into closed enrolment programs including (but not limited to) assessing all documents for currently related to clinical practice requirements.
o. Develops tracking systems for monitoring records, and refers issues on student progress for program compliance and graduation requirements.
p. Provides education and program status verifications to external agencies on behalf of Faculty Coordinator(s)/Director.
2. Coordinates specialized requirements for program entry and practice placements.
a. Requests, collects and collates immunization documents related to program and Health Authority requirements.
b. Assesses and analyses domestic and international documents against current Canadian and local Health Authority standards to determine if immunizations meet current requirements.
c. Identifies and refers anomalous immunization issues to Faculty Program Coordinators or Administrators for decisions and communicates decisions to prospective or current students.
d. Collaborates with Faculty Practice Placement Coordinators to assess current compliance for all students and ensure up to date information is provided to all students annually and as requirements change.
e. Provides accurate information related to new student status or practice placement requirements to the Practice Placement Officers.
f. Assesses annual need for courses and modules and coordinates with external agencies (i.e. Standard First Aid and CPR ) as required to ensure students complete clinical practice requirements.
g. Assesses and recommends external agencies for clinical practice requirement updates to Health Sciences Council.
f. Maintains current knowledge of Canadian and local Health Authority immunization and other clinical placement requirements.
3. Course Scheduling.
a. Prepares the regular course timetable of classes and exam schedules for approval by the Faculty Coordinator(s)/Director.
b. Prepares complex course timetables for programs with practicums or unique scheduling requirements requiring more in-depth analysis and complicated timetables that meet matrix requirements and may involve timetable variances.
c. Coordinates assignment of courses to classroom pavilions based on efficient use of space to ensure adherence to the College matrix.
d. Proofs, finalizes and submits Health Sciences timetables ensuring assigned deadlines are met.
e. Creates Class Schedule Change Forms to update course changes in Banner.
f. Represents the Faculty in classroom swap meetings to identify specialty room requests and TBA courses.
Program Support Specialist - Health Sciences Page 3 of 4
g. Utilizes specialized software to develop and maintain Simulation Centre bookings/schedule in collaboration with the Simulation Centre Supervisor and Experiential Learning Coordinator(s).
4. Produces documents, reports and correspondence for internal and/or external distribution.
a. Administers and coordinates the operations of the Program Advisory Committee(s) including maintaining membership lists, establishing meeting dates, distributing meeting schedules, agendas, invitations, and letters of appreciation, recording public minutes and professionally communicating with external Program Advisory Committee members.
b. Records minutes and ensures timely distribution of minutes and other materials for Department and Faculty meetings, which may include but are not limited to Faculty Education Committee and Health Sciences Council, and Strategy and Planning meetings.
c. Compiles data, information, statistics and other relevant material to generate reports required for external and internal purposes such as program reviews, approvals and accreditations.
d. Organizes and formats accreditation and program review submissions, ensuring adherence to requirements and deadlines.
e. Produces professional communications to internal and external stakeholders, ensuring accuracy, completeness and timeliness.
f. Formats a variety of documents: exams, course outlines, syllabi, manuals.
g. Maintains paper and electronic records in the Shared Drive and SharePoint for the Faculty, purging and archiving per the Douglas College Records Retention Schedule, and ensuring confidential materials are secured, as per the Freedom of Information and Protection of Privacy Act.
5. Performs administrative, logistical and technical support for the Faculty and Dean's Office.
a. Performs a variety of administrative functions in support of special projects as requested by the Dean, Associate Dean, Director or Administrative Officer.
b. Identifies, recommends, develops, and participates in the implementation of strategies to improve efficiency and effectiveness of office operations for new and existing programs.
c. Participates in the development of Standard Operating Procedures for department processes, in consultation with the Administrative Officer.
d. Provides administrative support for the Learning Management System including: adding new students, creating semester groups, uploading documents, posting announcements, and ongoing maintenance.
e. Maintains electronic student files in compliance with all confidentiality requirements.
f. Provides first line systems assistance for equipment supporting education and operations.
g. Provides administrative support in accordance with established procedures during the absence of the Administrative Officer including: preparation of faculty contracts, scheduling calendars for the Dean and Associate Dean, processing office key requisitions, organizing conference and/or travel arrangements and inputting faculty workload data, as required.
h. Orients self to other operational specialist portfolios and provides coverage for other administrative support staff portfolios during absences and peak periods.
i. Provides orientation and training of new employees, including but not limited to auxiliary staff.
j. Provides reception coverage for the Faculty of Health Sciences as required including responding to enquiries and referring to other contacts as appropriate, facilitating room bookings, catering, BSW support and general office logistics or equipment support.
6. Performs other duties as assigned.
To Be Successful in this Role You Will Need
Required Education and Experience
• Two years of study (Office or Business) at a recognized post-secondary institution with a minimum of three years' related work experience. Preference given to candidates with appropriate diplomas or degrees;
• An equivalent combination of education and experience may be considered.
Required Knowledge, Skills and Abilities:
• Expertise in modern office practices and software applications: MS Word, Excel, Outlook, Adobe, Banner, and Learning Management Systems platforms.
• Expertise recording professional minutes and notes.
• Comprehend and apply College policies and procedures within jurisdiction.
• Excellent proofreading skills and superior attention to detail.
• Excellent interpersonal skills.
• A demonstrated ability to:
- Establish and effectively operationalize work priorities
- Work effectively in high pressure and concentrated activity situations to complete priorities and achieve deadlines.
- Manage multiple priorities and projects simultaneously.
- Problem solve and strategize solutions.
- Work independently under minimum supervision.
- Maintain confidentiality.
- Communicate tactfully and professionally in writing, in person, and on the telephone with students, staff, faculty, and administrators.
- Promote a positive work environment.
- Establish, maintain, and enhance working relationships with all employee groups.
- Engage in work as an effective team member.
- Adapt successfully to changing work environments.
- Engage in related ongoing learning opportunities.
- Adapt to and develop appropriate expertise with new software technologies.
Link to Full Position Profile Equity Statement
Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.
Needs a Criminal Records Check No

Posting Detail Information

Open Date 10/28/2024 Close Date 11/04/2024 Open Until Filled Special Instructions to Applicant
Interested applicants must submit their application and all required documents online on the Douglas College Career Site www.douglascollegecareers.ca . Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be received by November 4, 2024. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

Quick Link for Direct Access to Posting https://www.douglascollegecareers.ca/postings/13139