Support Services Officer

7 days ago


Kitchener, Ontario, Canada Conestoga College Full time

Requisition Details:

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Job Title:Support Services Officer (5 Vacancies)**:

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Requisition #:23-251**:

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Campus: Doon

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Department: School of Workforce Development

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Payband: G

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Starting Rate: $30.87

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Payband Range: $ $35.77

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Hours/Week: 37.5

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Posting Date: Friday, August 25, 2023
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Closing Date: Monday, September 4, 2023 at 11:59 PM EST
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Vacancy Type: Support Staff
  • Fulltime
Support Staff Full-time New Positions

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements.)


The Support Services Officer is responsible for operationalizing a portfolio of full-time and Continuing Education (CE) programming in the School of Workforce Development, Continuing Education & Online Learning.

The incumbent provides confidential, high-quality customer service to a variety of stakeholders including faculty, students, internal staff, and Program Advisory Committee (PAC) members via in-person meetings, telephone, and online interactions in order to support accessible, sustainable, quality, and current programming.


Responsibilities:

  • Coordinate the development of new offerings in conjunction with team members
  • With the College's Marketing department, attend events and prepare and maintain marketing materials to promote programs, courses, and workshops
  • Recommend options to help inform the Chair's decisions on teaching and support staff assignments
  • Plan and coordinate all physical logístical operations for the programming at all campuses
  • Speak with faculty as required when issues arise and determine escalations or course of action, as appropriate
  • Address escalated student and faculty issues and complaints
  • Act as the contact person for programming inquiries
  • Review data in order to complete complex administrative tasks including document formatting, data manipulation, and analytics to inform scheduling and space requirements
  • Responsible for ensuring program faculty teaching assignment loading sheet documents are completed and up to date for contract creation
  • Support parttime faculty and support staff recruitment postings for review by management adhering to School and College standards
  • Utilize College resources to support efficient operations planning, implementation, and metrics
  • Conduct regularly scheduled meetings with appropriate faculty/Coordinators to help ensure efficient and effective program delivery
  • Ensure accuracy of publicly available programming information
  • Identify and communicate recommendations to inform curriculum and resource updates to management by participating in current College quality processes adhering to policies, procedures, and timelines
  • Ensure that the Program Advisory Committee (PAC) requirements are met including the scheduling and coordination of meetings, interim communications, notetaking to inform minutes, creation of minutes' drafts as well as the creation of applicable supporting documents
  • Actively participates in, documents, and coordinates formal College quality initiatives and implements follow up activities as required within the scope of this position, including the Annual Program Review and Major Program Review processes
  • Recommend process improvements in the planning, operations, and metrics of existing and new programming
  • Determine and source programming resources, student supplies, and related fees, ensuring accuracy and communication to required stakeholders
  • Consolidate data and statistical information to produce cost centre budgets and submit activity report updates to the Chair as requested
  • Completion of supporting budget information for accounts as assigned in preparation for data entry
  • Monitor cost centres in order to allocate resources and maintain control of expenditures

Qualifications:

  • Twoyear Diploma in Business, Office Administration, Adult Education, Human Resources, or a relevant field of study
  • Three years of practical work experience in a busy office environment with the responsibilities of a defined portfolio; preferably within a postsecondary academic department
  • Ability to meet deadlines and work under pressure
  • Ability to communicate effectively and respond appropriately to internal and external stakeholders
  • Highly organized and flexible in order to accommodate changing priorities
  • Ability to collect, manipulate, and analyze information and prepare a variety of reports and documents
  • Able to work independently
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