Program Assistant

4 months ago

Red Deer, Canada Red Deer Polytechnic Full time

**Please see Special Instructions for more details.**:

- This position will remain open until filled; however review of applicants is ongoing.
- 0.8 FTE until June 30, 2025

**Posting Details**:
Position Information

**Position Title**
- Program Assistant (School of Health and Wellness) - Term**Position Summary**
- The School of Health and Wellness is currently seeking a Program Assistant for a part time term-certain position until June 28, 2025.

The Program Assistant is responsible for providing administrative support to programs within the School of Health and Wellness. This position acts as the front-line support for student inquiries and will provide program specific information as required.
- This position coordinates the timetabling process and timetable entry as well as provides project administrative support during periods of curriculum renewal and/or accreditation. The incumbent will use reporting systems to generate reports and maintain databases.
- The Program Assistant performs a wide variety of administrative support services, all of which contribute to the efficient and professional operations of the designated School.**Position Responsibilities**

**Support Associate Dean, Faculty, Operations Manager with course/program delivery and execution**:

- Provides faculty and staff with information concerning Red Deer Polytechnic (RDP) processes and timelines, service and support, administrative practices, office equipment and basic software questions
- Organizes and prepares for new academic year (preparing new class schedules and forwarding to internal areas as required, updating student forms, attendance and marks records for certain specific program areas, prepares student and instructor packages for each intake)
- Coordinates instructor submission; completes the preparation of course outlines as required, course packs and manuals
- Reviews, tracks, disclosure form collections, class lists, program enrolments, internal phone book listing, security lists, informs appropriate individuals for action
- Assists programs in course evaluation preparation and documentation

**Managing Student Inquiries & Supporting Student Success**:

- Acts as an initial point of contact from students, staff, faculty and external contact; responding to questions as appropriate or forwarding to appropriate individual
- Provides program specific information regarding requirements, electives, procedures, timelines and general program facts for designated portfolio. Refers students to the Student Connect Centre Advisors as required.
- Provides support for student orientation and retreats

**Timetable Entry**:

- Collaborates with the Academic Operations Manager, Associate Dean and Chairs to coordinate the timetable process to ensure conflict free scheduling of course and course sections; works with Scheduling Office to correct any issues or conflicts as they arise, including those related to impacts from other events occurring on campus
- Collaborates with other Schools to schedule courses that are across Schools (i.e. Service courses, instructor who teaches course is in a different School, etc.)

**Systems Use**
- Generates reports through Banner/Cognos to provide information and up to date class rosters
- Monitors, maintains and updates the central Blackboard program site to ensure currency of program specific information

**Meeting, Event, and General Administrative Support**
- Supports program and program advisory committee meetings by planning and preparing meetings, preparing agendas, attending meetings, taking and distributing minutes
- Coordinates details related to events and meetings; this can include external stakeholders, internal events, program spotlights, program information nights, recruitment and retention events, specialized program meetings, etc.
- Attends meetings, records and prepares minutes, communicates and follows up on action items to relevant parties, distributes minutes as appropriate

Other related duties as outlined on job description.**Required Qualifications**
- Two (2) years of post-secondary training, ideally in Office Administration, Business Administration, or related program.
- Minimum of 2-3 years of relevant experience
- Consideration will be given to those with a one (1) year certificate in Administrative Professional, Legal Assistant, or another related program and minimum of three (3) years’ work experience in a related environment.
- Proficient in Microsoft Office 365 (Word, Excel, Outlook, SharePoint)
- Working knowledge of Records Management
- Ability to learn and adapt to new software programs
- Demonstrated ability to work successfully with diverse groups of people
- Ability to work both independently and in collaboration with a team
- Demonstrated ability to take initiative and proactively complete tasks
- Strong organizational and time management skills
- Ability to develop and maintain positive working relationships with all contacts internal and external to the Polytec

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