Job Evaluation Challenge

Administrative Assistant to Program Heads Maintain Program Heads calendars, meeting and appointment schedule using a shared Outlook calendar. Prepare documents required associated with same. Prioritize mail by identifying action required and timelines. Maintain comprehensive filing system for program related activities including course materials, Vet Tech accreditation, student records, advisory committees, contracts, permits, purchase orders, staff profiles, procedure manuals, etc. Prepare, transcribe and follow-up documentation for meetings - monthly staff meetings, division and advisory meetings, accreditation site visits, etc. Process a variety of billing and expense reports including arranging payment of invoices and ordering supplies from outside vendors. Prepare reports, documents, contracts manuals and letters while maintaining strict confidentiality and in accordance with the Privacy Act, accreditation reports, program statistics, student issues, program reviews, annual reports, etc. Prepare or tabulate program information in a timely fashion i.e. book orders, room requests, student timetables, class lists, exam schedules, etc. Reply to routine matters or requests with minimal supervision and direct other requests to most appropriate person for follow-up. Track student absences and flag those approaching the 10% mark. Prepare, distribute and follow-up Vet Tech practicum information, agreements and letters and return of agreements, student reports, and supervisor evaluations. Make travel arrangements for Program Heads for out of city and province meetings. Adherence to program guidelines for content and format of documents as required for each project. Clerical support for program and program associate instructors Assist in maintenance of course information i.e. course manuals, outlines, exams, labs, and assignments etc. with correct formatting and Sask Polytech visual identity. Access instructor timetables for delivering messages and booking appointments. Communicate instructor absences to the program head and affected students and staff. Provide photocopying as needed for courses and accreditation binders. Coordinate and administer on-line surveys and evaluations. Assist with booking rooms and parking advisement for visitors like guest speakers. Arrange and attend meetings as required for both internal and external stakeholders. Accurately record and transcribe meeting notes and ensure prompt and appropriate distribution of the same. Assist with book orders. Troubleshoot software questions. Format and edit curriculum materials in correspondence with instructors and program heads utilizing an intermediate knowledge of software for incorporating chemical formulae, mathematical functions and rubrics into manuals, evaluation and teaching material. Independently create step-by-step instructions to ensure procedural adherence. Update data relating to student marks, attendance, and surveys. Create and maintain databases and mail-outs for student practicums and practicum sites. Facilitate print jobs through in-house facilities that include options like shrink wrapping, laminating, large quantities, folding etc. Map network drive and printers. Distribute common Outlook contact groups for ease of use and efficiency. Report to student sponsors monthly by compiling attendance information from instructors. Student Liaison Maintain student board information i.e. timetables, messages, notices, job postings. Answer student questions and refer students to correct departments for assistance - student loans, counseling, accounting, registrar's office, etc. Maintain Outlook accounts that track student attendance. Maintain online student calendar. Coordinate and prioritize instructor/student schedules. Book appointments with instructors and/or Program Heads. General office support General reception duties for Vet Tech public animal care which include telephone answering, handling student, staff and public. Directing queries to appropriate departments/personnel within Sask Poly. General office duties including use and maintenance of common office equipment, general office supplies and maintenance of electronic and hardcopy data. Manage a busy environment, prioritizing work and directives from multiple sources, i.e. program heads, instructors, students, and other staff. #J-18808-Ljbffr