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Administrative Coordinator II, Faculty of Education and Social Work
3 months ago
As an integral part of the Faculty of Education and Social Work, the Program Assistant II will undertake a variety of administrative and support tasks aimed at enhancing operational efficiency and compliance with external regulations.
- Administrative Support: Organize and streamline workflows, prioritize tasks, and resolve daily challenges while managing sensitive information with discretion.
- System Management: Develop, implement, and oversee standardized systems and processes to improve operational efficiencies.
- Faculty Support: Provide logistical and administrative assistance to faculty members, ensuring adherence to external regulatory requirements.
- Record Management: Maintain comprehensive filing systems for student and program records, ensuring confidentiality and compliance with data retention policies.
- Student Interaction: Address student inquiries regarding program and degree requirements, ensuring accurate and timely responses.
- Data Management: Create, maintain, and verify student files and course records for both internal and external stakeholders, utilizing existing databases for data organization.
- Inventory Management: Oversee office supplies inventory, ensuring adequate stock levels are maintained.
- Document Preparation: Perform a variety of administrative tasks, including the creation of correspondence, contracts, evaluation summaries, and examinations.
- Information Design: Develop and maintain electronic and printed materials for students, faculty, and staff, including managing mail-outs.
- Event Coordination: Plan and organize meetings and events for internal and external stakeholders, including catering and designing invitations.
- Meeting Documentation: Assist in preparing meeting agendas, taking minutes, and distributing them to relevant parties.
- Technology Setup: Arrange and troubleshoot audio and video conferencing technology for meetings.
- Criminal Record Checks: Manage criminal record checks for students in practicum courses, informing coordinators of eligibility.
- Database Management: Oversee the Field Education Database, tracking practica and field data, and generating reports as needed.
- Application Tracking: Review and ensure the completeness of student field applications using the Intern Placement Tracking system.
- Compliance Monitoring: Collect and monitor course outline submissions from faculty, assisting with compliance follow-ups.
- Approval Processes: Ensure adherence to institutional approval processes and obtain necessary signatures.
- Financial Record Keeping: Assist in processing expenses and maintaining financial documentation, including generating requisitions.
- Platform Management: Design and maintain the program's SharePoint and Moodle sites, ensuring they are up-to-date and user-friendly.
- Admissions Support: Assist with documentation and spreadsheets related to the admissions process for designated programs.
- Faculty Hiring Support: Provide assistance to the chair during the faculty hiring process.
REPORTING STRUCTURE
This position reports to the Academic and Administrative Coordinator.
EDUCATION:
- Completion of Grade 12, along with six months of post-secondary coursework in Advanced Word, Intermediate Excel, and Intermediate Access, or equivalent qualifications.
EXPERIENCE:
- A minimum of two years of relevant experience, including:
- One year of experience in electronic data entry and word processing.
- Six months of experience in report preparation and compliance-related tasks.
- Proficient in Microsoft Word and intermediate skills in Excel and database management.
- Ability to perform electronic word processing at a speed of 60 wpm and data entry tasks efficiently.
- Proven capability to take and transcribe meeting minutes and correspondence at a verbal speed of 70 wpm.
- Experience with various video and audio conferencing systems.
- Familiarity with Moodle, DCU, Banner, Argos, SharePoint, and other university management systems.
- Effective verbal and written communication skills.
- Ability to interact courteously and tactfully with students, staff, and the public.
- Competence in managing student files and maintaining confidentiality.
- Strong organizational skills with the ability to prioritize tasks effectively.
- Ability to pass a criminal record check.
- Familiarity with the IPT database system and BC Provincial HSPNet system.
- Knowledge of the TRU Partnership Placement Agreement process and related databases.
- Primarily office-based, involving extended periods of sitting at a desk and using a computer and phone.
- Standard office conditions apply.
The salary for this position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879.
