Program Assistant

2 weeks ago

Kelowna, Canada Okanagan College Full time

Position Information

**Position Number**
- S00171**Position Title**
- Program Assistant - Science and Technology**Division/Portfolio**
- Science and Technology**Department/Program**
- Portfolio Dean's Office (P3)**Location**
- Kelowna**Other Flexible Work Options**

**Your Opportunity**
- Under the general supervision of the Executive Assistant, Science and Technology, provides clerical services and administrative program support and assistance for faculty programs instructors and students.**Functions and Duties**
- 1. Provides administrative support services for the faculties of Science and Technology office by:
- Providing reception services and responding to inquiries pertaining to Science and Technology programs, screening calls and re-directing inquiries to the appropriate person or persons
- Pick up-drop off and sort mail
- Maintaining files, records and manuals, internal and external directories
- Relaying messages to students
- Providing support to the Program Advisory Committees by coordinating and attending meetings and preparing and distributing minutes
- Coordination and support for programs in the accreditation process
- Attend Chair meetings to record and distribute minutes as required
- Preparing supply orders
- Prepares, codes, and ensures accuracy of payment forms for invoices, expense claims, Visa statements, purchase orders, web requisitions, work requests, payment vouchers and service contracts
- Budget support as necessary Maintain/update program information on the college website - 2. Assist with student orientation, recruitment strategies and activities- 3. Assists with the planning, coordination, implementation and tracking of all marketing strategies, promotional material, and activities of all program areas in the portfolio4. Promotes the programs and services of the portfolio through the implementation of marketing plans, personal contact, media, and other types of marketing activities5. Coordinates the distribution and tracking of Science & Technology laptops6. Provides instructional support services by:
- Assist with formatting exams, course outlines, class hand-outs, correspondence, timetables, photocopying, faxing, typing and scanning materials as required;
- Coordinates with support staff at other campuses
- Assists with the administration and coordination of Faculty evaluations
- Type student reference letters, maintain files, process reference requests from employers;
- Order student name tags, photo ID cards, and graduation pins;

7. Assists with the coordination and set up of instructor interviews**Education and Experience**
- Completion of Grade 12 or equivalent plus two years of related post-secondary training (e.g. Office Administration) is required. Minimum two years of related experience is required.**Skills and Abilities**
- Excellent written and verbal communication skills, superior customer service skills and attention to detail
- Excellent research skills with the ability to synthesize data/information and develop/deliver findings and recommendations
- Excellent computer skills and proficiency with Microsoft Office, Banner (an asset) or other databases. Website design and maintenance would be an asset. Ability to design and update forms in various formats.
- Ability to learn new skills as new activities are undertaken and changes in technology occur
- Ability to generate and analyze reports and to resolve difficulties with computer input data and retrieval
- Excellent organizational, administrative, and problem-solving skills
- Ability to prioritize and manage a high work volume and competing priorities to meet deadlines
- Ability to manage a multitude of diverse activities, simultaneously under inflexible and critical time constraints with limited supervision
- Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment
- Ability to maintain a high level of integrity, discretion, and confidentiality and to handle sensitive issues with tact and diplomacy
- Ability to work with a diverse group of individuals and resolve conflicts in a positive manner

**Preferred Qualifications**

**Desired Start Date**
- 07/02/2024**Position End Date (if temporary)**
- 10/10/2025**Schedule**
- Monday-Friday, 8:30am-4:30pm (summer hours 8:00am-4:00pm)**Annual Salary/Hourly Rate**
- $27.92 - $31.86**Appointment Type**
- Support - Non-Regular Full-time**Special Instructions to Applicants**Employee Group**
- Support

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