Program Assistant

2 weeks ago

Milton, Canada Conestoga College Full time

**Requisition Details**:

- **Job Title**:Program Assistant**:

- **Requisition #**:24-0435**:

- **Location**: Milton
- **Department**: School of Health & Life Sciences
- **Payband**: E
- **Starting Rate**: $27.81
- **Payband Range**: $27.81 - $32.24
- **Hours/Week**: 35 hours/week
- **Posting Date**: Friday, May 24, 2024
- **Closing Date**: Monday, June 3, 2024 at 11:59 PM EST
- **Vacancy Type**: Support Staff - Full-time

Support Staff New Full-time Position

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

Reporting to the Chair, Seniors Care, the Program Assistant provides a variety of support services at the Milton Steeles Centre of Excellence. The incumbent is the first point of contact for students, faculty, and staff for all on-site programs and assists the Chair, Program Manager, Faculty, Coordinators and Internal Stakeholders with the daily operation and intermediate and long-term planning for programs and course delivery. The Program Assistant supports faculty/staff with technology, information needs and college processes e.g. grade submission, textbook orders, student information systems and print requests.

**Responsibilities**:

- Communicates with the Chair/Manager and program coordinators to review program activities, issues and directions, and assists Coordinators with the implementation of approved program delivery changes and decisions
- Coordinates term start-up cycles including loading course information and fees onto the Student Information System (SIS), setting term-based delivery dates/times, ordering student tests/textbooks, and requesting rooms/labs
- Supports and communicates updates and concerns with academic scheduling; monitors and communicates course enrollment; initiates course cancellation and schedule change procedures
- Coordinates the reviewing and updating of Course Outlines, Program Designs and Program Outlines to ensure Conestoga curriculum records are current and accurate on SIS; ensures program specific details, tuition, supply fees and marketing information are accurate
- Organizes, develops, and expedites administrative procedures and processes in accordance with College, School and divisional policies; responds and makes decisions on a variety of inquiries; maintains current position documentation, and policies and procedures
- Corresponds with internal and external college stakeholders regarding programs, admission requirements and procedures, courses, grades and course materials; acts as a primary contact for the Registrar’s Office, responding to inquiries
- Provides technical support for basic eConestoga troubleshooting, employee portal, student portal, time reporting and Microsoft Office suite questions
- Processes invoices and employee expense claims for Chair/Manager approval
- Schedules, administers, tracks, and reviews student appraisals of teachers (SATs) and provides summaries to Chair/Manager and coordinators as appropriate
- Creates and releases teaching coordinator, meeting, and curriculum contracts for nursing and associated programs
- Contributes to the development of and maintenance of effective administrative procedures to ensure the efficient operation of the continuing education division within School of Health & Life Sciences
- Participates in meetings with Chair/Manager to discuss concerns and upcoming program needs; compiles key performance measurement information as requested
- Provides orientation information and payroll forms to new employees and sets up profile in SIS
- Keeps up to date electronic files for new employees within continuing education department; provides new employees with required start up packages and equipment
- Pre-approves monthly and bi-weekly payroll for Chair/Manager; troubleshoots faculty payroll questions
- Collaborates with the Administrative Support Group to systematize administrative support processes within continuing education and across the school

**Qualifications**:

- Two-year Diploma in Office Administration, Business Administration, Humanities, Arts, Science/Social Science, Public Relations, Communications, Technology, Community Services Programs or related field of study is required
- Minimum two-years of relevant administrative experience, preferably in a post-secondary setting is required
- Excellent organizational skills to meet set deadlines and schedules
- Excellent analytical skills and ability to work with detail
- Ability to utilize computer tables, columns, mail merging and databases
- Excellent communication and human relations skills to communicate tactfully, courteously and effectively
- Problem solving ability and evaluation skills are required to understand and respond efficiently and appropriately to questions
- Ability to work under pressure and on multiple tasks simultaneously

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