Administrative Program Assistant

3 months ago

Brantford, Canada Six Nations Polytechnic Full time

Six Nations Polytechnic (SNP) is a unique Indigenous Institute, recognized by community, government, and institutions of higher learning, as a Centre of Excellence for Indigenous Knowledge. SNP offers postsecondary, secondary, trades education and training. SNP has formal partnerships with nine publicly funded Ontario Universities and Colleges and collaborates with six Ontario-based Indigenous owned and controlled post-secondary Institutes.

Function & Overview

Reporting to the Unit Manager - Skilled Trades, the Administrative Program Assistant provides administrative program support to the Unit, in addition to supplemental instruction on safety and practical techniques to various learners in a shop environment. This position is expected to perform their duties using initiative, problem-solving, and positive communications under minimum managerial supervision. The Administrative Program Assistant is required to perform all duties consistent with the governance values and operating policies of Six Nations Polytechnic (SNP) while fostering positive relations with staff, students, stakeholders, and the community; contributing to a culturally supportive teaching, learning and work environment consistent with Hodinǫshǫ:nih/Rotinonhson:ni values of Ga’nigohi:yo:/Kanikoriio (Respect and the Good Mind).

Duties

The duties of the Administrative Program Assistant - Skilled Trades include, without limitation:
Support Learning and Lab/Shop Operations
- Supporting instructors in the shop environment by providing regular supplemental instruction, and assisting with the supervision of students to ensure safety procedures and shop practices are followed while working on machinery, tools and equipment;
- Responding to student questions regarding equipment, materials and shop assignments;
- Supporting the delivery of practical course content in collaboration with instructor, and setting up tools, equipment, and materials for practical demonstrations in collaboration with the instructor;
- Arranging and facilitating Canadian Welding Bureau (CWB) testing activities;
- As the welding test supervisor, responsible for ensuring that testing operations are conducted and that the welds/cuts are performed in compliance with applicable building regulations;
- Supporting Instructors in maintaining an inventory of supplies as required for the weekly sequence of shop/lab exercises, demonstrations and project assignments;
- Maintaining inventory controls, coordinate repairs and purchase orders in consultation with Instructors and the Unit Manager, while also receiving deliveries;
- Ensuring that the shop/lab, equipment and tools are cleaned and stored in a safe manner, and organizing and ensuring proper storage of supplies and prep rooms;
- Ensuring compliance with WHMIS regulations and other relevant government legislation; obtaining and maintaining SDS information; determining and complying with labeling requirements; liaising with appropriate bodies as necessary; and posting safety information in shops as needed;
- Creating and introducing safety materials/processes for the shop/lab environment (handbook materials, checklists, etc.), collaborating with JHSC and Unit for guidance and approval as required;
- Assisting with maintenance and preparation of shop/lab area and equipment as required, and reporting any issues and concerns with the shop/equipment to the Instructor and Unit Manager;
- Following up on tag-outs and monthly inspection reports of shop/lab space and equipment,, and working with the Unit and Facilities to ensure corrections are completed as required;
Administrative Program Support
- Responding to incoming program and course inquiries, demonstrating positive and solution-oriented messaging on all aspects of program planning, delivery, and review, in communications with both internal and external constituencies;
- For each term/intake, allocating and maintaining a schedule of shop/lab space and other necessary physical resources for program delivery to ensure efficiencies, avoid conflicts and service redundancies, and ensure facilities are in smooth operating condition;
- Supporting instructors with the development and maintenance of program outlines and lesson plans, checking for correct and complete formatting, and resolving errors and/or omissions; supporting collection, and distribution of course materials; maintaining complete electronic files of such records at the program level; and support the academic audit process in each term;
- Preparing templates for daily attendance monitoring and supporting instructors to ensure records are maintained;
- Providing administrative support with preparing and maintaining electronic administrative and financial forms and tracking systems for the Unit, as well as preparing reports upon request;
- Coordinating and submitting various financial forms such as purchase orders, expenditures, and student subsidy payments;
- Reviewing requests to ensure alignment to program guideli

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