Administrative Assistant

6 months ago

Red Deer, Canada Red Deer Polytechnic Full time

**Please see Special Instructions for more details.**:
This position is contingent on conditional funding and does not qualify for conversion under the Terms and Conditions of Employment.

**Posting Details**:
Position Information

**Position Title**
- Administrative Assistant (Student Supports)**Position Summary**
- The Administrative Assistant Student Supports is responsible for providing reception and administrative support for the provision of services offered through Accessibility Services, the Library and Academic Support.- The Administrative Assistant is often the first point of contact for students seeking Accessibility Services and helps to provide a welcoming and safe place for them to come to inquire about and potentially access barrier-reducing accommodations. This position also provides administrative support to the Associate Dean, Student Success.- This position performs a wide variety of administrative support services, ranging from routine to- complex, all of which contribute to the efficient and professional operation of Accessibility Services, the Library and Academic Support. The incumbent must have the ability to interpret and make decisions in accordance with procedures and practices of the organization and must be flexible and demonstrate the ability to maintain confidentiality, diplomacy, and tact at all times.**Position Responsibilities**

**Accessibility Services Support**
- Assist Accessibility Coordinators in providing services that allow Red Deer Polytechnic to fulfill their legal duty to accommodate requirements for persons with disabilities.
- Respond to disability-related inquiries, advising students, staff, and community members of processes, and procedures in order to fulfill service requirements (example: registration process, obtaining documentation, Access+/Clockwork processes, funding inquiries, Schedule 4 reconciliation, etc.).
- Coordinates student reception processes for Accessibility Coordinators and assists students with checking in for appointments.
- Document point of contact interactions as appropriate, following FOIPP guidelines and other legal requirements.
- Retrieve and collect confidential information from registrations, funding approvals, and Banner, for case management, billing, and statistical purposes.
- Confirm disability-related funding via the Alberta Student Aid website or other external agencies (band funding, other provincial funding agencies, etc.).
- Prepare billing for students who receive disability-related funding and ensure services billed

**Reception**
- Provides a welcoming and safe environment for individuals coming to Accessibility Services.
- Makes appropriate soft referrals within and beyond Student Supports while informing the appropriate staff members so follow-up can occur.
- Supports the management of the Accessibility Services Inbox.
- Aids in scheduling and ensures that all Accessibility Services and Intake student appointments, meetings, and ad-hoc activities are entered in Accessibility Services calendars (Outlook and Clockworks) and upon request or illness, support rescheduling appointments and meetings.
- Updates the check-in webpage and guides students to use self-check-in services, notifying Accessibility Coordinators when drop-ins and appointments arrive.
- Advises Accessibility Coordinators of any potential urgent situations that require immediate support for students.

**Administrative Support**
- Provides general administrative support to Accessibility Services, the Library, and Academic Support while maintaining confidentiality, accuracy, tact, and respect at all times.
- Performs general administrative duties such as word processing, data entry, filing, answering phones, photocopying, scanning, and retrieving correspondence.
- Coordinates, schedules, and facilitates all meeting arrangements, including preparing agenda packages, transcribing minutes, and arranging all logístical requirements for the Associate Dean, Student Success, and Accessibility Services.
- Manages the calendar of the Associate Dean, prioritizing appointments and proactively resolving scheduling conflicts.
- Prepares, gathers, and relays confidential information and materials on a regular basis.
- Provides assistance to new employees, and Associate Dean, Student Success related to administrative matters and onboarding.
- Performs administrative tasks to assist with the delivery of events, workshops, and presentations by the Associate Dean, Student Success, and the Accessibility Coordinators
- Provides coverage for other administrative positions within the division as needed

**Record and Data Management**
- Collaborates with Intake Coordinators and Accessibility Coordinators to create and maintain student files in Clockwork, including the uploading of all corresponding confidential documentation
- Ensures confidentiality of all student records is maintained
- Assists in data collection and collating of information using a variety of resources, ent

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