Program Administrative Assistant

6 months ago

Regina, Canada University of Regina Full time

Faculty/Department Faculty of Education Unit Education-Other Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary

The Administrative Program Assistant is responsible for performing a wide variety of administrative tasks and assisting in the daily office needs for the Bureau du Bac and the Faculty of Education Office of Student Services. This position undertakes special/individual assignments and is accountable for and assumes responsibility for expected outcomes. This position interacts with a diverse group of individuals including faculty, students, and staff at all of our Teacher Education programs.

Specific Responsibilities:

- Reviews and/or compiles and updates students credentials needed for admission, registration, transfer and graduation status;
- Enters and monitors required data into integrated student database;
- Responds to in-person, telephone, and other general inquires;
- Assists with convocation;
- Assists with DCU and timetable for all undergraduate education courses;
- Responds to in-person, telephone, fax and other general inquiries;
- Prepares various correspondence for Associate Dean and Directors;
- Assists with financials including reimbursement claims, ordering supplies, and payroll;
- Facilitate the coordination of Bac Programme meetings: set up meetings, prepare agendas, minutes and correspondence;
- Undertakes special projects as assigned;
- Update and manage social media sites; and
- Other duties as assigned.

L’adjoint administratif s’occupe d’une grande variété de tâches administratives et offre du soutien pour répondre aux besoins quotidiens du bureau du Bac et du bureau des services aux étudiants de la Faculté de l’éducation. Le titulaire du poste remplit des mandats spéciaux/individuels et est responsable de livrer les résultats attendus. Il doit interagir avec divers groupes, dont le corps professoral, les étudiants et le personnel de tous les programmes de la Faculté de l’éducation.

Responsabilités:

- Examine, compile et met à jour les données nécessaires à l’admission, à l’inscription, aux transferts et au statut de diplômé;
- Saisit et fait le suivi des données dans la base de données étudiante;
- Répond aux demandes générales en personne, au téléphone ou autre;
- Aide avec la collation des grades;
- Aide avec le système DCU et la création d’horaires pour tous les cours de premier cycle;
- Répond aux demandes générales en personne, au téléphone, par fax ou autre;
- Prépare de la correspondance diverse pour le doyen adjoint et les directeurs;
- Apporte un soutien pour les tâches financières;
- Facilite la coordination des rencontres du Bac : organisation des réunions, préparation de l’ordre du jour, rédactions des procès-verbaux et correspondance;
- Réalise les projets spéciaux qui lui sont assignés;
- Actualise et gère les plateformes de médias sociaux;
- Autres tâches assignées.

Position Requirements
- Grade 12 supplemented by the successful completion of a recognized business course combined, with a minimum of three years of progressively responsible experience preferably in a university environment; a suitable combination of education and experience may be considered;
- The person holding this position must be fluent in French and have strong oral and written communication skills [Bilingual (French and English) is preferred];
- Demonstrated knowledge and skill of Microsoft Office software including but not limited to Word, Excel, Access, Outlook, and PowerPoint;
- Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues;
- Demonstrated ability to organize multiple tasks, while maintaining accuracy and attention to detail, and to analyze complex problems;
- Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community;
- Ability to plan, develop, and coordinate multiple projects;
- Database and records management and/or maintenance skills; and
- Réussite de la 12e année et d’un cours d’administration reconnu, et au moins trois ans d’expérience avec responsabilités progressives (de préférence dans le milieu universitaire). Une combinaison pertinente d’études et d’expérience pourrait être considérée.
- Connaissances et habiletés reconnues avec Microsoft Office, notamment Word, Excel, Access, Outlook et PowerPoint;
- Capacité à prendre des décisions administratives et procédurales et bon jugement pour les questions délicates ou confidentielles;
- Capacité reconnue à organiser et à mener à bien plusieurs tâches avec exactitude et attention aux détails ainsi qu’à analyser des problèmes complexes;
- Excellentes habiletés en communication et relations interpersonnelles et capacité

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