Practicum Placement Assistant

2 weeks ago

Kingston, Canada Queen's University Full time

Practicum Placement Assistant

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

Come work with us

Job Summary

**Job Description**:

**KEY RESPONSIBILITIES**:

- Assist the Practicum Manager with the implementation of current policies, procedures and standards.
- Evaluate each practicum placement to ensure it fulfils the program and Ministry of Education requirements and assists in the submission of grades to the university system.
- Assist in creating forms and updating the Practicum Office webpage and the web-based Practicum Registration.
- Set up and maintain accessible electronic and hard copy filings system: responsible for the administration of the Placement Arrangement and Liaison Assessment databases as well as various databases and spreadsheets to record and monitor placements.
- Recommend and participate in the implementation of revisions to administrative procedures, provide assistance in drafting modifications and changes.
- Provide administrative support to the Practicum Manager including word processing, photocopying, faxing, sorting and distributing mail, ordering supplies, filing, scheduling meetings and making room and catering reservations.
- Provides work direction and technical/functional guidance to casual staff and College Coop students. Schedules and assigns work, and oversees its completion. Coordinates and monitors workflow.
- Provides orientation and on the job training to casuals and college coop students. Provide coaching and feedback on work quality issues, providing related day-to-day supervision.
- Perform general accounting procedures such as, invoice payments and credit card transactions.
- Attend the annual Field Experience Conference which is a sub-committee of the Ontario Association of Deans of Education.
- Report and track all Fix-it inquiries and correspondence.
- Undertake other duties and special projects as assigned in support of the unit.

**REQUIRED QUALIFICATIONS**:

- University degree or three-year post-secondary program in business administration or related.
- Previous (3-5 years) experience in an office environment, preferably in an education setting.
- Knowledge of university structure, academic regulations, policies, procedures and familiarity with its financial system and mainframe environment would be considered an asset.
- Knowledge of SOLUS and MyQueensU system an asset.
- Familiarity with the Faculty of Education teacher education programs, the Boards of Education and the Ontario school system (or similar school system) would be considered an asset.
- Consideration will be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Outstanding interpersonal and communications skills in working with students, staff and external agencies which includes excellent telephone skills, and a service-oriented perspective.
- Excellent Writing, editing, grammar and proofreading skills with an ability to pay attention to detail and accuracy.
- Excellent judgment in dealing with highly confidential material and issues with tact and discretion.
- Strong organizational and time-management skills. Ability to establish priorities to work efficiently and effectively on own initiative under pressure of deadlines in an environment with frequent interruptions and multiple demands.
- General accounting skills with the ability to perform mathematical calculations.
- Organizational and time-management skills, and the ability to work independently and as a part of a team. as well as coordinate workflow of casual staff and College Coop students.
- Ability to maintain a client/service-oriented perspective.
- Problem-solving skills, analytical skills and good judgement in order to make the most of information at hand.

**DECISION MAKING**:

- Decide when new information calls for further action and when to refer issues to Practicum Manager.
- Prioritize work and time and decide what the most important task is among several competing deadlines.
- Respond to numerous inquiries and makes decisions about when new information calls for further action. Provide follow-up as necessary, ensuring matters are handled to successful conclusion.
- Make decisions regarding dissemination of various types of sensitive and/or confidential information. Determine to refer issues to the Practicum Manager.
- Make recommendations regarding office administration procedures, suggest and help implement changes.
- Determine priorities and make decisions about casual staff utilization and the assignment of work to achieve optimum efficiencies and productivity.
- Make decisions regarding account administration.

E

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