Program Assistant

4 weeks ago

Kelowna, Canada Okanagan College Full time

Position Information

**Position Number**
- S00640**Position Title**
- Program Assistant - Health and Social Development**Division/Portfolio**
- Health and Social Development**Department/Program**
- Portfolio Dean's Office (P5)**Location**
- Kelowna**Other Flexible Work Options**

**Your Opportunity**
- Under the general supervision of the Executive Assistant, Health and Social Development, provides clerical services and administrative coordination, development, and maintenance for student practicum placements. Provides administrative and program support to vocational instructors and students support in the Health and Social Development portfolio office.**Functions and Duties**

**PRACTICUM**
***
**SUPPORT***:

- 1. In consultation with the Program Chair, coordinates and sets up student practicum placements using HSPNet and other systems.- 2. Enter all practicum requests and information into HSPNet to facilitate earlier placements- 3. Liaison with facility managers and coordinators regarding possible units used for practicum placements.- 4. Establish and maintain ongoing relationships with each clinical site throughout the Okanagan, Shuswap, and Thompson regions.- 5. Coordinate and schedule practicum experiences in a variety of settings.- 6. Coordinate regular communication with practicum sites to ensure streamlined planning for student practica.- 7. Coordinates communication with clinical instructors and department Chairs regarding placement status.- 8. Coordinates communication with other OC departments and other institutions doing practicum placements to ensure equitable placements of students in high demand areas and facilities.- 9. Coordinate and maintain current contact information for all sites.- 10. Tracks, maintain, re-new or create new Affiliation Agreements between Okanagan College and practicum facilities.**PROGRAM**
***
**AND**
***
**FINANCE**
***
**SUPPORT***:

- 1. Provides administrative support services for the Health and Social Development office by:
- Providing reception services and responding to inquiries pertaining to Health and Social Development programs, screening calls and re-directing inquiries to the appropriate person or persons
- Pick up-drop off and sort mail
- Maintaining files, records and manuals, internal and external directories
- Relaying messages to students
- Providing support to the Program Advisory Committees by coordinating and attending meetings and preparing and distributing minutes
- Coordination and support for programs in the accreditation process
- Attend Chair meetings to record and distribute minutes as required
- Preparing supply orders
- Prepares, codes, and ensures accuracy of payment forms for invoices, expense claims, Visa statements, purchase orders, web requisitions, work requests, payment vouchers and service contracts
- Budget support as necessary Maintain/update program information on the college website - 2. Assist with student orientation, recruitment strategies and activities- 3. Assists with the planning, coordination, implementation and tracking of all marketing strategies, promotional material, and activities of all program areas in the portfolio- 4. Promotes the programs and services of the portfolio through the implementation of marketing plans, personal contact, media, and other types of marketing activities- 5. Coordinates the distribution and tracking of Health and Social Development laptops- 6. Provides instructional support services by:
- Assist with formatting exams, course outlines, class hand-outs, correspondence, timetables, photocopying, faxing, typing and scanning materials as required;
- Coordinates with support staff at other campuses
- Assists with the administration and coordination of Vocational evaluations
- Type student reference letters, maintain files, process reference requests from employers; Order student name tags, photo ID cards, and graduation pins;- 7. Assists with the coordination and set up of instructor interviews**Education and Experience**
- Completion of Grade 12 or equivalent plus two years of related post-secondary training (e.g. Office Administration) is required. Minimum two year of related experience is required.**Skills and Abilities**
- Data entry, data base maintenance experience, and experience using HSPNet system
- Excellent written and verbal communication skills, superior customer service skills and attention to detail
- Excellent research skills with the ability to synthesize data/information and develop/deliver findings and recommendations
- Excellent computer skills and proficiency with Microsoft Office, Banner (an asset) or other databases. Website design and maintenance would be an asset. Ability to design and update forms in various formats.
- Ability to learn new skills as new activities are undertaken and changes in technology occur
- Ability to generate and analyze reports and to resolve difficulties with computer input data and retrieval
- Excellent organizational, administrative, and p

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