Position Description
A. Information
Position Title:
Department Assistant
Position #:
TCDC95
Category:
Department Assistant
Derived From:
EDCO98
Division/Department:
Academic Innovation - Teaching and Curriculum Development Centre
Reports to:
Director, Academic Innovation
Positions Supervised:
None, but show others how to perform tasks.
Affiliation:
CUPE, Local 15 – VMECW
Pay Grade:
20
Date Prepared:
May 26, 2016
B. Position Summary:
Langara College is committed to supporting and fostering excellence in teaching and curriculum design. The
Teaching & Curriculum Development Centre (TCDC) encourages innovation and excellence in curriculum
development and program design and supports faculty in maintaining and improving Langara's high standards
of teaching and learning. TCDC guides and supports departments through the program review process with a
focus on program strengths and future goals; it builds and renew program curriculum with input from all
stakeholders, and fosters intercultural awareness and understanding in a collegial environment with services,
resources, and activities to meet the College’s educational goals.
The Department Assistant provides administrative, program, and operational support to the Teaching &
Curriculum Development Centre. This position organizes and maintains the filing system: schedules, organizes
and attends meetings including taking minutes and preparing associated materials; maintaining official
repositories of records, and updating and managing websites’ content. Communicating effectively with
administrators, division chairs, department chairs and coordinators, faculty, and staff. Other responsibilities
include participating in related committees, task forces and ad hoc projects, design and editing of forms,
updating manuals, fact finding, and responding to inquiries. May perform other related duties.
C. Duties and Responsibilities:
1. Provides administrative support to the Teaching & Curriculum Development Centre (TCDC):
Secretarial and Clerical support:
a) initiates and responds to routine and non-routine inquiries to maintain effective and efficient
communication links between the Office and all internal and external communities;
b) composes draft correspondence relating to non-routine and complex matters such as specially
funded or Ministry projects, degree and program development projects;
c) maintains the schedules for TCDC faculty and meeting rooms;
d) screens and directs telephone calls, electronic mail, voicemail messages, and documents;
e) initiates the circulation of documents, information, reports, and requests to ensure that response
deadlines are met;
f) manages the files, deadlines, applications, preparation and other activities;
g) receives and welcomes visitors to the department; provides general information to students,
support staff, administrators, and the general public via phone, email, or in-person;
h) opens, sorts, processes and prioritizes incoming/outgoing mail and initiates action where
appropriate in a timely manner;
i) completes purchase and cheque requisitions for authorization;
Position Title:
Position No.:
Page 2 of 4
j)
Department Assistant
TCDC95
tracks budgetary expenditures and balances; maintains financial records.
Meetings and events organization:
a) schedules and organizes meetings, appointments and interviews, room bookings, catering
requirements, travel arrangements and other scheduling priorities;
b) prepares meeting agendas and ensures relevant information is circulated prior to meetings;
c) coordinates academic departmental meetings with facilitators and consultants;
d) records proceedings, takes and distributes minutes or verbatim notes as appropriate and initiates
follow-up actions;
e) creates and maintains an active bring-forward system for all action items recorded in minutes of
meetings and ensures they are included in future agendas;
f) helps schedule rooms, arrange catering and supporting TCDC professional development sessions.
Reporting and fact-finding:
a) independently ascertains and compiles information for reporting purposes; gathers data, statistics,
and information from various sources (e.g. internet research, internal and external databases,
public reports);
b) verifies information and organizes the collection and compilation of data into reports or related
formal documents;
c) liaises with internal and external bodies to fact-find information requested. May provide Offices’
information to internal and external requestors ;
d) prepares documentation for various reports such as area updates to Langara’s Strategic Plan,
Academic Plan, and Accountability reports, and program review (internal and external) reports.
Generates reports related to various projects and programs as required.
2. Creates, implements and maintains administrative and office systems:
a) organizes and maintains filing management systems. Accesses and maintains files such as
program reviews, program and curriculum development as well as other initiatives;
b) maintains original and electronic file systems for all TCDC documents including proposals, meeting
records, correspondence, reference material, templates;
c) gathers and compiles documents related to curriculum, policy and other matters;
d) updates and manages the Offices websites’ content using a content management system;
e) organizes the office layout, arranges for furniture, technical and equipment needs, and maintains
supplies of stationary and equipment;
f) designs, edits and maintains templates and forms;
g) maintains procedural manuals and user documents and provides training to others, as necessary;
h) provides input and assists with business process improvements and work flow processes.
3. Creates, implements and maintains tracking and reporting databases for each Office:
a) organizes and converts voluminous information from various sources and legacy filing systems to
be digitized into a relational database (e.g. MS Access or Banner);
b) organizes, inputs, and maintains information regarding courses, curricula, and programs developed
and reviewed through TCDC as well as curricula and programs approved by EdCo;
c) creates and runs queries and reports to provide timely information to the requestor;
d) maintains database integrity by running regular audit reports and correcting errors as needed.
4. Performs other related duties and/or ad hoc projects.
Position Title:
Position No.:
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Department Assistant
TCDC95
D. Organization Chart:
Provost & VP,
Academic & Students
VPAC99
Director, Academic
Innovation
ACIN99
2-Program Review
Facilitators
PROR99
2 - Curriculum
Development
Consultants
CURD99
Faculty Development
Coordinator
HRDC099
Intercultural
Initiatives
Coordinator
TCDC98
TCDC Department
Assistant
TCDC95 PG 20
TCDC/EdCo
Department
Assistant
EDCO98 PG 20
Technical Writer
CURD98
E. Qualifications Required:
Education and Experience:
 Grade 12 completion, plus over one year of business, administrative or secretarial training with additional
course work in databases and desktop publishing from a recognized institution. Completion of a two-year
college diploma preferred.
 Four (4) years of related experience performing administrative and secretarial duties in an office, preferably
supporting multiple offices within a post-secondary environment.
 An equivalent combination of education and experience may be considered.
 Experience creating and maintaining a database management system for office use. Experience with
minute taking and have basic knowledge of Roberts Rules of Order.
 Experience in creating documents using current office and desktop publishing applications.
 A thorough knowledge of post-secondary administrative procedures and policies is preferred.
 Intermediate computer skills in a Windows environment, including word processing (MS Word),
spreadsheets (MS Excel), database software (MS Access), internet search tools and
development/maintenance of information on a website or content management system.
Skills and Abilities:
 Demonstrated proficiency in English and the ability to effectively communicate clearly and tactfully (both
orally and in writing) with others.
 Ability to understand and follow complex discussions and outcomes of proposals.
 Ability to comprehend, explain and follow guidelines, policies, and procedures.
 Ability to adapt to a varied working schedule to meet the needs of several areas.
 Effective interpersonal skills and working relationships to deal professionally, diplomatically, and
respectfully with all constituencies of the College and the community at large.
 Demonstrated ability to multitask, organize and prioritize, with strong time management skills. Must be able
to work well under pressure and to meet deadlines.
 Ability to work independently and collaboratively as part of a team.
 Ability to exercise sound judgment, adapt quickly to changes in procedures, and to solve problems.
 Ability to learn new application skills in a self-directed manner.
 Demonstrated ability to improve or streamline processes and procedures.
Position Title:
Position No.:
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Department Assistant
TCDC95
Thorough knowledge of current office software, general office procedures and applicable guidelines with
regard to effective office operations and administration.
Ability to work well and effectively with a demanding workload and frequent interruptions.
Ability to handle sensitive information with tact and discretion.
Ability to maintain confidentiality.
Accurate keyboarding skills (60wpm) and the ability to take verbatim minutes. Speedwriting or shorthand
an asset.
Demonstrated ability to produce agendas and take professional meeting minutes.
Working Conditions:
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Vacation requests may not be approved during peak periods.
Position is not subject to the compressed work week schedule.
Working schedule may be varied to accommodate the operational needs. Some weekends and/or week
evenings may be required to assist with meetings, events, and other operational deadlines.
F. Supervisors Review:
I agree that the above accurately describes the duties and responsibilities of this position.
Signature:
_____________________________
(Supervisor/Administrator of position)
Date:
__________________
G. Human Resources Approval:
Signature:
_____________________________
(Human Resources Consultant)
POSITION # TCDC95
Date:
_________________