Program Assistant

3 days ago

Toronto, Canada OCAD University Full time

**_Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service_**.

Reporting to the Director, Writing & Learning Centre and taking day-to-day direction from the Program Coordinators, Writing & Learning Centre (WLC), Faculty & Curriculum Development Centre (FCDC) and English Language Learning (ELL), the Program Assistant is responsible for providing frontline reception services and administrative support for the WLC and the FCDC. The Program Assistant serves as a first point of contact regarding WLC programs, liaising with a diverse range of stakeholders including students, faculty and staff. This role works collaboratively across the WLC and FCDC in a team-based environment, requiring a high degree of responsivity and excellent organization and communication skills.

**Summary of Responsibilities**:

- Maintain a well-organized reception area and monitor and maintain other common spaces, including replenishing handouts, resources and promotional materials, updating blackboard(s), preparing and posting signage, and monitoring supplies and equipment to ensure a well-functioning space
- Provide support to the Director(s) including calendar management, assistance with travel arrangements, conference and other event registration
- Serve as Secretary to the Teaching and Learning Committee, scheduling meetings, taking minutes and tracking action items to ensure the flow of committee business; liaise with the Manager, Academic Initiatives, Governance & Quality Assurance as required
- Assist with the coordination of the annual teaching awards, including distributing routine communications, promotion of teaching award winners and related programming, and supporting the Program Coordinator, FCDC, with other related duties
- Set up availability and book tutoring appointments and workshops in the WLC online booking system, TutorTrac; update TutorTrac with student name changes
- Assist with communications and promotion of WLC and FCDC programs
- Perform routine WLC and FCDC website updates (e.g. updating schedules, staff information, office hours, annual and semesterly updates) to ensure a timely and accurate web presence, taking direction from the Program Coordinators
- Collect and maintain WLC evaluation data and program statistics to support program monitoring and reporting; run weekly and bi-weekly reports in TutorTrac and liaise with Program Coordinator, WLC to compile reports and conduct data analysis
- Order office and catering supplies and coordinate cross-departmental events; assist with the coordination of other WLC and FCDC events including scheduling, room booking, equipment setup and hospitality, as required
- Coordinate monthly attendance reporting within the WLC and FCDC
- Coordinate working group and other committee meetings as required, taking minutes and documenting and compiling notes
- Coordinate and administer student placement tests; liaise with the Office of Admissions, as required
- Support the Director with other related duties contributing to the successful operation of the FCDC and WLC

**Qualifications**:

- Completed post-secondary degree, with a minimum of three (3) years of administrative work experience, preferably in a post-secondary educational environment; experience working in a teaching and learning centre or student academic support unit a strong asset
- Experience coordinating and promoting student programs and large, public-facing events
- Commitment to student-centred services and demonstrated understanding of student needs
- Interest in and commitment to Indigenous learning and decolonizing educational approaches
- Demonstrated excellent customer service and interpersonal skills and experience building good working relationships across units and stakeholder groups
- Strong oral and written communication skills, with demonstrated ability to communicate effectively with diverse audiences/stakeholders
- Exceptional attention to detail, organizational skills, and ability to respond effectively to multiple and changing priorities
- Demonstrated ability to take initiative and work both independently and collaboratively in a team environment
- Demonstrated commitment to the principles of accessibility, equity and diversity; experience collaborating with diverse communities

**Compensation**: OPSEU Unit I, Appendix A, Grade A3; $47,259.83 to $61,314.09 per annum.

**Hours of Work**:Monday to Friday, for a total of 35 hours per week.

Please review the OCAD University’s Safety Measures for all up-to-date information regarding COVID-19 protocols.

OCAD University’s vaccine mandate will be in abeyance until further notice. However, to ensure continuity of teaching, learning and campus activities throughout the year, the University expects all students, staff and faculty to maintain up-to-date vaccination records.

**_ We encourage members of designated equit

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