Program Assistant

2 months ago

Edmonton, Canada University of Alberta Full time

**Online & Continuing Education**:

- Competition No.

**S101151118**
- Posting Date

**May 16, 2023**
- Closing Date

**May 25, 2023**
- Hourly Rate

**$25.94 - $35.02**
- Grade

**07**
- Hours

**35**

This position is a part of the Non-Academic Staff Association (NASA).

This posting will be used to fill one temporary position, the appointment has a defined end date of November 30, 2023.

**Working for the University of Alberta**
- The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community._

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

**Position Summary**

Under the general supervision of a program Team Lead, the Program Assistant supports a portion of the continuing education activities offered by the Online and Continuing Education unit (OCE ). Programming within OCE includes: Communications & Design (C&D), Health, Safety, Environment, & Planning (HSEP), and Management & Leadership (M&L). For more information about these programs please visit here. The Program Assistant supports the activities and flow of information between and among our students and instructors, acts upon requests by the instructors and students, as well as maintains/verifies student records for programs.
- and people-oriented and requires the ability to deal promptly, efficiently and professionally with multiple simultaneous requests for information, as well as the ability to prioritize tasks and meet stringent deadlines.

**Duties**

The **duties** and **responsibilities** included below are representative but not all-inclusive for the Program Assistant role:
Student Relations
- Advise students on courses, programs, pathways to graduation and academic progress; make recommendations regarding course selection and sequence; monitor student progress, determine eligibility to graduate, receive awards and scholarships
- Manage student interaction and determine when other levels of management should be involved

Program/Course-Support
- Provide academic program administration services; maintain accurate records for programs, courses, course materials and student assignments; enter data into PeopleSoft for the website and online registration; book classrooms and/or breakout rooms; monitor course enrolments and recommend changes; notify students of course cancelations with recommendations of alternative course options; monitor course materials to ensure they fall within university copyright regulations and obtain clearance when required
- Ensure timely communication with students regarding relevant course details
- Work with instructors to ensure course content files are current and up-to-date
- Ensure final grades are submitted by instructors; follow up with instructors who are late with their submissions

Instructor Relations
- Once the course is active, acts as the first point of contact and resource person for the instructor, and works with the instructor to ensure confidentiality of student assignments, grades and appeals as per FOIPP guidelines; ordering and timely delivery of course textbooks, materials and supplies for course start dates; course materials fall within university copyright licenses
- Obtain copyright clearance via the University of Alberta, Copyright office or if appropriate send the author a permission letter to use their article(s)
- Coordinate course logistics including room bookings, audiovisual equipment requirements, arrange for classroom access, catering, distribution of course materials, travel and accommodation
- Prepares e-forms and related documents supporting the development of contracts and purchase requisitions, and prepares travel and/or expense claim forms for further review and approval

Team Relations
- Actively participates in various committees, events and information sessions to provide assistance, input and acquire skills necessary to ensure a positive learning experience for the students and instructors in our programs; assist with graduation
- Participate at various events and information sessions (trade shows or open houses) to provide information on programs and course offerings
- Arrange, attend, and take minutes/notes as needed at program advisory and curriculum committ

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