Program Assistant II, Faculty of Education and Social Work

Job title:

Program Assistant II, Faculty of Education and Social Work

Company

Thompson Rivers University

Job description

attacks. In order to do so, you must have JavaScript enabled in your web browser otherwise this site will fail to work correctly for you. See details of your web browser for how to enable JavaScript.Current OpportunitiesAttention Safari users: This site requires cookies to function. Please click to accept the cookie. Cookies will be used strictly for the functioning of the site.Toggle navigationJob DetailsProgram Assistant II, Faculty of Education and Social Work – (00258.57)Share this job as a link in your status update to LinkedIn.Application RestrictionsOpen to both Internal and externalJob TypeSupport Staff (CUPE)Posting In effect from8/8/2024Closing Application Date21/8/2024Closing date for internal CUPE applicants21/8/2024Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled.Internal CUPE applicants must submit their application by 4pm on the “closing date for internal CUPE applicants” for their Seniority to be recognized. Applications received after the “closing date for internal CUPE applicants” will be considered alongside external applicants.Full/Part TimeFull TimeSupport TypeAuxiliary (Over 4 Months)Anticipated Start Date23/8/2024Position End Date (If Applicable)11/7/2025The Hours of work are subject to change depending upon departmental requirementsScheduleThe hours of work will be Monday to Friday, 7 hours a day, 8:30 am to 4:30 pmSchedule DescriptionDUTIESProvides a wide range of administrative support for designated area.MAJOR DUTIES & RESPONSIBILITIES * Provides administrative support by organizing and coordinating workflow and determining priorities in order to meet the needs and requirements of assigned area; resolves day-to-day problems, handles sensitive material.

• Designs, implements, and monitors common/consistent systems and processes for increased efficiencies.
• Provides administrative and logistical support to program faculty in complying with the requirements of external regulating bodies
• Administers filing systems (paper and/or electronic) for student and other records, while maintaining confidentiality and adhering to the TRU data retention policy.
• Receives and directs student enquiries regarding program and degree requirements.
• Creates, maintains and verifies student files and course records for internal and external use. Pulls reports from existing TRU databases/systems and organizes data (e.g. in Excel).
• Sets up and manages office supplies inventory.
• Performs administrative duties which include word processing a variety of documents such as correspondence, contracts, evaluation summaries and exams.
• Designs, modifies and maintains electronic and printable information for students/faculty/staff. Prepares and manages mail-outs (paper and/or electronic).
• Plans and organizes meetings and events (including catering) for internal and external stakeholders for designated areas. Designs invitations and information materials for events in designated programs.
• Assists with preparation and distribution of meeting agendas, takes and distributes meeting minutes.
• Books and sets up audio and video conferences, and other technology, for meetings within designated program. Troubleshoots as needed.
• Manages criminal record checks (CRC) for all students participating in practicum/field courses. Informs field coordinators of students’ eligibility for practicum (with regard to CRC).
• Manages the Field Education Database. Evaluates and tracks practica and field data. Sets up and maintains records and creates reports.
• Tracks, reviews and ensures completeness of students’ field applications, using Intern Placement Tracking (IPT) system. Tracks and manages Partnership Placement Agreements (PPA).
• Collects and monitors course outline submissions from faculty in designated program. Assists with follow-up on compliance.
• Ensures compliance with various institutional approval processes (e.g. thesis, directed studies, etc.) and obtains signatures in designated programs.
• Assists with processing expenses and maintaining financial records, including generating web requisitions.
• Designs and maintains designated program’s SharePoint (for staff/faculty) and Moodle sites (for students), and other platforms.
• Assists with documentation and spreadsheets for admissions process for designated programs.
• Supports the chair in the faculty hiring process in designated programs.

REPORTS TO
Academic and Administrative CoordinatorQUALIFICATIONSEDUCATION:

• Grade 12, plus six months post-secondary courses including Advanced Word, Intermediate Excel and Intermediate Access, or equivalent

EXPERIENCE:

• Two years related experience, including:

• One-year experience with electronic data entry and word processing
• Six months experience assisting with report preparation, coordination of site visits and other duties related to maintaining compliance with external regulating bodies

REQUIRED SKILLS, ABILITIES & KNOWLEDGE

• Advanced level in Microsoft Word and Intermediate level in Excel and working with databases
• Ability to perform electronic word processing at 60 wpm and data entry
• The proven ability to take and transcribe minutes and correspondence at 70 verbal wpm
• Ability to set up and use various types of video and audio conference systems
• Experience in using Moodle, DCU, Banner, Argos, SharePoint and other university information management systems
• Ability to communicate effectively both verbally and in writing
• Ability to deal courteously and tactfully with students, staff and members of the general public
• Ability to manage student files, records and maintain student confidentiality
• Ability to prioritize and coordinate workload
• Ability to receive a clear criminal record check
• Ability to use the database system IPT (Alcea Software) and familiarity with BC Provincial HSPNet system or similar systems
• Knowledgeable about TRU Partnership Placement Agreement process and database

WORKING CONDITIONS

• Sitting at desk at a computer and on the phone for long periods of time
• General office conditions

The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.Pay Band$27.90 – $31.00 ( CUPE Grade 06 (90% – 100%) )Salary ratePlease Note: This position may be subject to a 90% salary for the first 560 hours of employment.LocationKamloops, BC CA (Primary)# of Hires Needed1Organizational UnitThompson Rivers University -> Faculty of Education and Social Work -> Dean, Education and Social WorkDiversity and Inclusion Commitment:Thompson Rivers University is strongly committed to hiring based on merit with a focus on fostering diversity of thought within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, Indigenous, Black and People of Colour, persons with disabilities and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our . External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.

Expected salary

Location

Kamloops, BC

Job date

Sat, 10 Aug 2024 05:14:47 GMT

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