Support Services Officer

2 weeks ago

Kitchener, Canada Conestoga College Full time

**Requisition Details**:

- **Job Title**:Support Services Officer**:

- **Requisition #**:24-0209**:

- **Campus**: Doon
- **Department**: School of Health & Life Sciences
- **Payband**: G
- **Starting Rate**: $32.42
- **Payband Range**: $32.42 - $37.57
- **Hours/Week**: 37.5
- **Posting Date**: Wednesday, January 24, 2024
- **Closing Date**: Wednesday, January 31, 2024 at 11:59 PM EST
- **Vacancy Type**: Support Staff - Full-time

Support Staff Revised Replacement Position

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

The Support Services Officer is responsible for operationalizing a portfolio of full time and continuing education (CE) programming in the Allied Health & Life Sciences, in the School of Health & Life Sciences. The incumbent provides confidential, high quality customer service to a variety of stakeholders including faculty, students, internal staff, Program Advisory Committee (PAC) members, via in-person meetings, telephone and online interactions in order to support accessible, sustainable, quality, and current programming.

**Responsibilities**:

- Proactive and entrepreneurial in the day-to-day operations, development, marketing, planning, implementing and measuring within the assigned portfolio adhering to policies, procedures and timelines
- Researches market trends and needs of the community to support new and existing programming
- Recommends new and existing programming opportunities and prepare draft versions of approval forms and rationale, for review by management
- Coordinates the development of new offerings in conjunction with team members
- Attends events and prepares and maintains marketing materials to promote programs, courses, and workshops
- Recommends options to help inform the Chair’s decisions on teaching and support staff assignments
- Plans and coordinates all physical logístical operations for the programming at all campuses
- Speaks with faculty as required when issues arise and determine escalations or course of action, as appropriate
- Addresses escalated student and faculty issues and complaints within the scope of their responsibilities
- Acts as the contact person for programming inquiries
- Reviews data in order to complete complex administrative tasks as required including but not limited to document formatting, data manipulation and analytics to inform scheduling and space requirements
- Responsible for ensuring program faculty teaching assignment loading sheet documents are completed and up to date for contract creation
- Creates part time faculty and support staff recruitment competition postings for review by management adhering to School and College standards
- Utilizes College resources to include the internal systems to support efficient operations planning, implementation, and metrics
- Conducts regularly scheduled meetings with appropriate faculty/co-ordinators to help ensure efficient and effective program delivery ensuring collaboration of stakeholders in order to inform management as appropriate
- Ensures accuracy of publicly available programming information
- Identifies and communicates recommendations to inform curriculum and resource updates to management by participating in current College quality processes adhering to policies, procedures and timelines
- Ensures that the Program Advisory Committee (PAC) requirements are met including the scheduling and co-ordination of meetings, interim communications, note taking to inform minutes, creation of minutes’ drafts as well as the creation of applicable supporting documents
- Participates in, documents, and coordinates formal College quality initiatives and implements follow up activities as required within the scope of this position, including the APR and MPR processes
- Makes recommendations to management with regard to process improvement in the planning, operations, and metrics of existing and new programming
- Determines and sources programming resources, student supplies and related fees, ensuring accuracy and communication to required stakeholders
- Consolidates data and statistical information to produce cost centre budgets and submitting activity report updates to the Chair as requested
- Monitors cost centres in order to allocate resources and maintain control of expenditures to include recommendations to management
- Enters budget data in the PA1 system

**Qualifications**:

- Two-year diploma in Business or related field is required, Office Administration is preferred
- Three years of practical work experience in a busy office environment with the responsibilities of a defined portfolio; preferably within a post secondary academic department
- Ability to meet deadlines and work under pressure.
- Ability to communicate effectively and respond appropriately to internal and external stakeholders
- Highly organized and flexible in order to accommodate changing priorities
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