Program Assistant

6 months ago

Red Deer, Canada Red Deer Polytechnic Full time

**Please see Special Instructions for more details.**:
**Posting Details**:
Position Information

**Position Title**
- Program Assistant (Education) - Permanent**Position Summary**
- The School of Arts and Education is seeking a full-time permanent Program Assistant. The Program Assistant is responsible for providing administrative support to programs within the designated portfolio. This position acts as the front-line support for student inquiries and will provide program-specific information as required.- This position coordinates the timetabling process and timetable entry as well as provides project administrative support during periods of curriculum renewal and/or accreditation. The incumbent will use reporting systems to generate reports and maintain databases.
- The Program Assistant performs a wide variety of administrative support services, all of which contribute to the efficient and professional operations of the designated School.**Position Responsibilities**

**Support Associate Dean, Faculty, Operations Manager with course/program delivery and execution**:

- Provides faculty and staff with information concerning RDP processes and timelines, service and support, administrative practices, office equipment and basic software questions
- Organizes and prepares for new academic year (preparing new class schedules and forwarding to internal areas as required, updating student forms, attendance and marks records for certain specific program areas, prepares student and instructor packages for each intake)
- Maintains electronic data base of course outlines and other documents related to program courses
- Assist programs in course evaluation preparation and documentation
- Maintains information on program website; updates program and faculty/staff information on website
- Completes SFI reconciliation reports each academic term; collaborates as necessary with other service providers throughout the Polytechnic to ensure that necessary supports are provided to the students, faculty and staff
- Supports the Academic Operations Manager, as required, with employment contract submission and distribution

**Managing Student Inquiries & Supporting Student Success**:

- Acts as an initial point of contact from students, staff, faculty, and external contacts; responding to questions as appropriate or forwarding to appropriate individual
- Provides program specific information regarding requirements, electives, procedures, timelines, and general program facts for designated portfolio. Refers students to the Student Connect Centre Advisors as required
- Provides support for student orientation and retreats

**Timetable Entry**:

- Collaborates with the Academic Operations Manager, Associate Dean, and Chairs to coordinate the timetable process to ensure conflict free scheduling of course and course sections; works with Scheduling Office to correct any issues or conflicts as they arise, including those related to impacts from other events occurring on campus
- Collaborates with other Schools to schedule courses that are across Schools (i.e. Service courses, instructor who teaches course is in a different School, etc.)

**Accreditation/**CAQC**/**AIT** Reporting**:

- Completes, updates, and maintains documents (e.g. curriculum elements sheets, program change, and program/course proposal documents) related to program curriculum renewal, revision, and review by internal or external bodies (ex. RDP Program Review; RDP Curriculum Committee; Academic Council; external accreditation bodies)
- Provides support for program approval, program evaluation and accreditation committee logístical work

**Systems Use**:

- Generates reports through Banner/Cognos to provide information and up to date class rosters
- Monitors, maintains, and updates the central Blackboard program site to ensure currency of program specific information
- Maintains comprehensive databases for the programs regarding practicum placements, students, programs, Institution, and industry information

**Meeting, Event, and General Administrative Support**:

- Supports program and program advisory committee meetings by planning and preparing meetings, preparing agendas, attending meetings, taking and distributing minutes; Consults with Operations Manager regarding budgetary concerns (meeting expenses, printing and marketing expenses)
- Coordinates details related to events and meetings; this can include external stakeholders, internal event, program spotlights, program information nights, recruitment and retention events, specialized program meetings, etc.
- Attends meetings, records and prepares minutes, communicates and follows up on action items to relevant parties, distributes minutes as appropriate
- Assist with event planning which includes the coordination of space, invites, room set ups and AV/IT Equipment, food orders; Examples include: SWAC, Orientation, Information night, Student for a day, Skills (Regionals, Provincials and Nationals) Career Expo

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