Delivery Support Officer

4 weeks ago

Kamloops, Canada Thompson Rivers University Full time

Application Restrictions- Open to both Internal and external- Job Type- Support Staff (CUPE)- Posting In effect from- 28/8/2023- Closing Application Date- 12/9/2023- Closing date for internal CUPE applicants- 12/9/2023Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled.
- Full/Part Time- Full Time- Support Type- Ongoing- Anticipated Start Date- 19/9/2023- Position End Date (If Applicable)-
- Schedule- The hours of work will be Monday to Friday, 7 hours a day, 8:30 am to 4:30 pm- Schedule Description- DUTIESThis position supports Open Learning Faculty Members (OLFM), Open Learning Students and other Employees by facilitating and resolving issues directed to and within the Delivery Support Department.

MAJOR DUTIES & RESPONSIBILITIES
- Works with students, OLFMs and staff, to independently resolve student/faculty issues where possible, which requires researching issues related to the TRUOLFA Collective Agreement and TRU-OL policies as they relate to students, OLFMs and Program Delivery. When resolution is not possible, DSO collaborates with the Manager, Program Delivery.
- Generates job requisitions within the HR Management system to fill vacant and new OLFM positions; checks for qualification language and recommendations from Associate Director of Program Deliver; coordinates OLFM panel interviews; conducts reference checks; creates Appointment Forms; and sends letters to unsuccessful applicants. Orients new OLFMs to administrative processes and procedures; phone installations, access to learning management systems and marking portal. Monitors and schedules OLFM probationary interviews with Director of Program Delivery and Senior OLFMs, and takes minutes.
- Provides administrative support to OLFMs such as: issues related to OL Learning systems and marking portal access, investigating pay issues when a discrepancy occurs, working with the Program Delivery Finance Clerk; student mark issues; notifications to students related to OLFM leaves or replacements and changes in OLFM information, and processing supply orders
- Arranges for qualified OLFM substitutes and processes OLFM appointment forms. Connects OLFM to learning Management systems and posts announcements.
- Coordinates: the scheduling of paced and continuous courses; start dates, registrations and course uploads; OLFM notifications - access to courses, course material availability and student enrollment minimums; course uploads - liaises with RO-Systems, course registration numbers and course setups; OLFM allocations in Banner System; scripts to IT Services and monitors for anomalies in the learning management systems. Processes course material requirements in the inventory management system - textbooks, assignment files and appropriate educational materials - answer keys, and Open Learning Faculty course manuals and liaises with Curriculum Services.
- Coordinates student enrollment for all incarcerated students act as liaison between the OLFM and OL-Staff and incarcerated representatives to ensure privacy and collective agreement compliance
- Coordinates Summer Science Labs on Campus: OLFM and room scheduling, liaises with Curriculum Services, IT Services and RO-Systems; creates student welcome letters and verifies OLFM compensation.
- Coordinates OL Directed Studies with Program Coordinator, Advisors, Enrollment Services, RO-Systems and OLFMs. Corresponds with Student to confirm registration and provides welcome letter.
- Coordinates Student Informal Exam Reviews between OLFMs and Student.
- Academic Appeals: Reviews student circumstances and makes recommendations to students
- Clarifies and applies existing policies and suggests new policies and procedures that will increase the efficiency and integrity of TRU-OL.
- Assist on special projects.

REPORTS TO
Manager, Program Delivery
- QUALIFICATIONSEDUCATION:

- Grade 12 plus post-secondary two (2) year diploma in business administration or a related diploma

EXPERIENCE:

- Two (2) years of administrative experience including:

- using relational databases
- troubleshooting and solving problems with customers or contacts at a distance
- working with a collective agreement that outlines duties and responsibilities
- working with Learning Management Systems

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB
- Excellent interpersonal and written communication skills
- Excellent administrative and organizational skills
- Ability to work well under pressure and deal effectively with a variety of people
- Ability to work with at-risk students, such as those who are incarcerated
- Ability to use tact and diplomacy when dealing with Open Learning Faculty Members, Students and Staff Members
- Ability to problem-solve and exercise independent judgment
- Ability to adapt to situations when information is conflicting
- Ability to work with sensitive or confidential information in compliance with policy and collective agreements

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