Program Assistant B

7 months ago

Vancouver, Canada Vancouver Community College Full time

**Pclass #**
- S9909**Job Summary**

**Who We Are**
- We acknowledge that Vancouver Community College (_
- VCC_
- ) is located on the traditional unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial._
- For over 55 years, VCC has been a leader in innovative, experiential post-secondary learning. We’re one of B.C’s top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.- At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.-
- This position is responsible for providing clerical program/course support; answering the phone; providing information and assistance; registering students; word processing a variety of documents, forms and correspondence and maintaining department databases and files.**Job Duties/Responsibilities**
- 1. Receives and responds to a high volume of enquiries over the telephone, in writing and in-person from key stakeholder groups. Screens calls, relays messages and provides information and assistance referring more complex or specialized queries to the appropriate personnel. Follows up with students, as appropriate.
- 2. Registers students into programs, records transactions and ensures accounts are maintained. Transfers students between courses as needed and processes student requests for insertion or discontinuation from the program.
- 3. Maintains and updates waitlists by being in regular contact and follow up with students.
- 4. Word processes correspondence, class lists, minutes of meetings and instructional materials, etc. Prepares, compiles and distributes information packages.
- 5. Schedules appointments, meetings, events and functions.
- 6. Creates and/or distributes posters, promotional materials and brochures; posts information sessions on the website and posts/responds on social media as directed.
- 7. Creates and maintains data systems, records, reports, forms, logs, and certificates etc., ensuring information is complete and up-to-date. Files hardcopy records ensuring all information is stored accurately.
- 8. Maintains and enters data into the Immigration Contribution Agreement Reporting Environment (iCARE) system. This is data collection of service information on the Settlement Program and Resettlement Assistance Program delivered and funded through agreements by Immigration, Refugees and Citizenship Canada (IRCC).
- 9. Completes absence reports for faculty and support staff as support and coverage for the Department Assistant as required.
- 10. Orders, maintains and distributes, as necessary, course and department supplies including paper, forms, media and other materials. Ensures any learning/student equipment is in proper working order. Provides support and coverage for the Department Assistant as required.
- 11. Assists department with instructors booking rooms and videos.
- 12. Receives, sorts, and records incoming correspondence and student assignments, ensuring that appropriate instructors receive assignments for marking, records grades and returns assignments.
- 13. Organizes, sorts, and processes incoming and outgoing photocopying, faxes, and mail. Prepares direct mailing of advertising to colleges, businesses and industry.
- 14. Reviews and recommends office methods and procedures to streamline for efficiency; identifies operational problems and reports issues to appropriate personnel.
- 15. Assists with coordinating special projects as required.
- 16. Relieves and assists other Program Assistants as required
- 17. Performs other related duties as required.**Qualifications**
- Education and Experience- Completion of Grade 12 plus additional specialized training of up to and including 1 year, including office and computer skills courses plus over 1 year related experience; or an equivalent combination of training and/or experience may be substituted for the required qualifications.

Skills and Abilities- Proven interpersonal skills with the ability to work both independently and collaboratively as a member of a team. Ability to establish and maintain effective working relationships with students, staff, faculty and the general public.
- Good organizational and time management skills with the ability to prioritize and manage several time-sensitive tasks at any given time. Ability to respond to changing priorities and work effectively and calmly under a heavy workload.
- Strong customer service skills with a proactive, problem-solving approach. Ability to respond with tact and diplomacy.
- Sound knowledge of modern office practices, business English and Mathematics.
- Excelle

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