Program Assistant

2 weeks ago

Kitchener, Canada Conestoga College Full time

**Requisition Details**:

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

- **Requisition #**:24-0473**:

- **Location**: Doon
- **Department**: School of Health & Life Sciences
- **Payband**: E
- **Starting Rate**: $27.81
- **Payband Range**: $27.81 - $32.24
- **Hours/Week**: 35 hours/week
- **Posting Date**: Friday, May 24, 2024
- **Closing Date**: Monday, June 3, 2024 at 11:59 PM EST
- **Vacancy Type**: Support Staff - Full-time

Support Staff Replacement Position

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

The Program Assistant provides a wide variety of comprehensive time sensitive support for the nursing and associated programming portfolio within the School of Health & Life Sciences. The incumbent supports and assists the Chair, Manager, Faculty, Coordinators, and Internal Stakeholders with the daily operation and intermediate and long-term planning for programs and course delivery. The incumbent serves as the key contact person for student enquiries for the nursing and associated programs within the School of Health & Life Sciences.

**Responsibilities**:

- Communicates with the Chair/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 term start-up cycles including loading course information and fees onto the Student Information System (SIS), setting term-based delivery dates/times, ordering student tests/textbooks, and requesting rooms/labs
- Supports and communicates updates and concerns with academic scheduling; monitors and communicates course enrollment; initiates course cancellation and schedule change procedures
- Coordinates the reviewing and updating of Course Outlines, Program Designs and Program Outlines to ensure Conestoga curriculum records are current and accurate on SIS; ensures program specific details, tuition, supply fees and marketing information are accurate
- Organizes, develops, and expedites administrative procedures and processes in accordance with College, School and divisional policies; responds and makes decisions on a variety of inquiries; maintains current position documentation, and policies and procedures
- Corresponds with internal and external college stakeholders regarding programs, admission requirements and procedures, courses, grades and course materials; acts as a primary contact for the Registrar’s Office, responding to inquiries
- Provides technical support for basic eConestoga troubleshooting, employee portal, student portal, time reporting and Microsoft Office suite questions
- Processes invoices and employee expense claims for Chair/Manager approval
- Schedules, administers, tracks, and reviews student appraisals of teachers (SATs) and provides summaries to Chair/Manager and coordinators as appropriate
- Creates and releases teaching coordinator, meeting, and curriculum contracts for nursing and associated programs
- Contributes to the development of and maintenance of effective administrative procedures to ensure the efficient operation of the continuing education division within School of Health & Life Sciences
- Participates in meetings with Chair/Manager to discuss concerns and upcoming program needs; compiles key performance measurement information as requested
- Provides orientation information and payroll forms to new employees and sets up profile in SIS
- Keeps up to date electronic files for new employees within continuing education department; provides new employees with required start up packages and equipment
- Pre-approves monthly and bi-weekly payroll for Chair/Manager; troubleshoots faculty payroll questions
- Collaborates with the Administrative Support Group to systematize administrative support processes within continuing education and across the school

**Qualifications**:

- Two-year Diploma in Office Administration, Business Administration, Humanities, Arts, Science/Social Science, Public Relations, Communications, Technology, Community Services Programs or related field of study is required
- Minimum two-years of relevant administrative experience, preferably in a post-secondary setting is required
- Excellent organizational skills to meet set deadlines and schedules
- Excellent analytical skills and ability to work with detail
- Ability to utilize computer tables, columns, mail merging and databases
- Excellent communication and human relations skills to communicate tactfully, courteously, and effectively
- Problem solving ability and evaluation skills are required to understand and respond efficiently and appropriately to questions
- Ability to work under pressure and on multiple tasks simultaneously

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