Program Assistant Ii

4 months ago

Maple Ridge, Canada Douglas College Full time

**Work Arrangements**What Douglas Offers**

DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.

**The Role**
- Provides a high level of administrative assistance to Training Group, the College’s contract training department, which provides customized training, services and employment solutions for individuals, businesses, industry and government. Provides exceptional client-centred service on a consistent basis to all stakeholder groups.**Responsibilities**

**1. Provides administrative and logístical support to the Training Group (TG) department, program employees, and Community and Contract Services Programmers (**CCSP**), with the set-up and maintenance of a diverse portfolio of contract-based government funded programs.**
- a. Communicates, coordinates and assists** **program staff (e.g.: Faculty/CCSP’s, Coordinators, Job Developers, Career Coaches, and Facilitators) with issues related to course and program implementation needs, course dates, registration and requirements, and financial supports**;**
- b. Ensures that the required on and off-site site services and materials in support of courses are provided, including room bookings, equipment, materials, food services, and third-party training (e.g.: St John Ambulance First Aid and WHMIS);
c. Establishes and maintains routine course and program systems, including such items as online satisfaction surveys, attendance reporting, certificates and mailing lists;
d. Completes and submits forms for course set-up, course and instructor changes, client registration and submits Banner grading forms to Enrolment Services (CE Reg);
f. Provides assistance to Facilitators in supporting clients with familiarization of Blackboard during course start-ups;
g. Reviews, revises, updates, enters and produces documents such as student records, instructor records, class lists, waiting lists, mailing lists and client recognition of participation certificates;
h. Ensures promotional material and packages are available and distributed to program team and community members;
i. Coordinates regular team meetings, including agenda preparation and logistics. Records and distributes minutes of program team meetings, and ensures all action items are identified and addressed.
- **2. Consistently works with various in-house and government databases to input and maintain accurate client information, and ensures that Training Group program/contract requirements and processes are adhered to for audit purposes and maintenance of Training Group’s **ISO** 9001:2015 certification.**
- a. Updates new and existing client data including ranging from basic participant and demographic information to information about language and skills assessments, education, labour market status, client outcomes and more in the TG’s Client Management System (CMS);
b. Inputs detailed client data into ministry/funder (Ministry of Advanced Education, Ministry of Social Development and Poverty Reduction, Municipal Affairs, IRCC, and ESDC) provided databases and portals;
c. Maintains and adheres to the College’s Records and Information Management (RIM) file structure, and Training Group’s file saving practices and use of SharePoint;
d. Supports and promotes program compliance to the requirements of Training Group’s Quality Management System (ISO 9001:2015) by defining processes, procedures, regulatory requirements and ensuring that Training Group program documentation adheres to these requirements as defined in all of those areas;
e. Participates in internal and external ISO audits, assists with root cause analysis and corrective action of non-conformities;
f. Creates and maintains step-by-step Program Assistant procedures, as well as creates, edits, formats and contributes to a variety of correspondence such as Program Guides and more;
g. Maintains client confidentiality and privacy at all times.
- **3. Provides ongoing assistance to Training Group (TG) clients from a wide range of backgrounds and vulnerable populations such as youth, older workers, persons with disabilities, survivors of violence, immigrants, Indigenous peoples, and residents in remote regions of BC, etc.**
- b. Maintains an in-depth knowledge of assigned programs and a general knowledge of all TG programs, and college services;
e. Tracks and reconciles program financial supports to clients such as reimbursements, wage subsidy and incentives;
f. Manages project inventory, tracks distribution and receipt of bus tickets and gift cards to clients;
g. Tracks and resolves or refers various client issues such as financial supports;
h. Troubleshoots client issues as they arise

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