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Program Assistant

5 months ago

Milton, Canada Conestoga College Full time

**Requisition Details**:

- **Job Title**:Program Assistant**:

- **Requisition #**:23-1267R1**:

- **Campus**: Milton
- **Department**: School of Health and Life Sciences
- **Payband**: E
- **Starting Rate**: $27.81
- **Payband Range**: $27.81 - $32.24
- **Hours/Week**: 35
- **Posting Date**: Wednesday, March 27, 2024
- **Closing Date**: Thursday, April 4, 2024 at 11:59 PM EST
- **Vacancy Type**: Support Staff - Full-time

Support Staff New Full-time Position

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

Reporting to the Chair, Seniors Care, provides a variety of support services at the Milton Steeles Centre of Excellence. First point of contact for customer services for students, faculty, and staff for all on-site programs. The incumbent supports and assists the Chair, Program Manager, faculty, and Coordinators and internal stakeholders with the daily operation and intermediate and long-term planning for programs and course delivery. Supports faculty/staff with technology, information needs and college processes e.g. grade submission, textbook orders, SIS, print requests.

**Responsibilities**:

- Communicates with Chair, Program Manager, and program coordinators to review program activities, issues and directions, and assists Coordinators with the implementation of approved program delivery changes and decisions
- Coordinates three semester start-up cycles per year which involves loading course information and fees onto and accessing information from the Student Information System (SIS) before deadline, setting semester-based delivery dates/times, orders student tests/textbooks, and requests rooms/labs
- Supports completion of fulltime loading sheets and faculty teaching loading and communicates updates and concerns with academic scheduling
- Ensures program specific details, tuition and supply fees are correct, provides proofreading report to coordinators, Chair, Program Manager for review
- Coordinates the review and updating of Course Outlines, Program Designs and Program Outlines to ensure Conestoga curriculum records are current and accurate on SIS
- Advises potential students about program content, scheduling, admissions requirements and procedures, referring to the appropriate Coordinator if required
- Develops and maintains strong knowledge of the programs, courses and certificates offered through continuing education
- Organizes, develops and expedites administrative procedures and processes in accordance with College, School and divisional policies to ensure the efficient operation of academic activities related to continuing education programming
- Corresponds with internal and external college stakeholders (coordinators, faculty, students, registration, curriculum operations, academic scheduling, publishers, bookstore, print shop, International Office, IMAcademic, WebServices and marketing) regarding programs, courses, grades and course materials
- Ensures accuracy of information contained within Health & Lifeciences recruitment, marketing materials and online availability (website)
- Monitors enrolments for courses/programs weekly and advises Chair of courses/programs at risk of cancellation due to borderline enrollment
- Provides technical support for basic eConestoga troubleshooting, employee portal, student portal, time reporting and Microsoft Office suite questions
- Initiates course cancellation and section schedule change procedures and issues course notices, as appropriate
- Processes invoices and employee expense claims for Chair approval
- Monitors and extends GradeBook course deadlines and follows up with coordinators regarding outstanding grades
- Schedules, administers, tracks and reviews student appraisals of teachers (SATs) and provides summaries to the Chair as appropriate
- Links students to internal processes for credit transfer and PLAR Process; loads PLARs and issues PLAR contracts as requested
- Works with the Chair/Manager to discuss marketing plan, and liaisons with Coordinators and external stakeholders to acquire information as requested
- Maintains marketing spreadsheet with contacts for program/course promotion/enrolment/promotion
- Primary contact for the Registrar’s Office related to Health & Life Sciences inquires and follow up needs
- Leads marketing materials preparation and quality assurance processes
- Creates teaching contracts for Health & Life Sciences programs
- Contributes to the development of and maintenance of effective administrative procedures to ensure the efficient operation of the Milton division within School of Health & Life Sciences
- Participates in bi-weekly meetings with Chair to discuss concerns and upcoming program needs
- Participates in School of Health & Life Sciences Program Assistant meetings
- Monitors and compiles key performance measurement information such as enrollment information for Chair as requested
- Notifies th