Program Assistant II, Faculty of Education and Social Work

3 weeks ago

Kamloops, British Columbia, Canada Thompson Rivers University Full time
Job Summary

We are seeking a highly organized and detail-oriented Program Assistant II to join our team in the Faculty of Education and Social Work. The successful candidate will provide administrative support to program faculty, ensuring the smooth operation of our programs.

Key Responsibilities
  • Provide administrative support to program faculty, including coordinating workflow, determining priorities, and resolving day-to-day problems.
  • Design, implement, and monitor common systems and processes to increase efficiencies.
  • Provide administrative and logistical support to program faculty in complying with external regulating bodies.
  • Administer filing systems for student and other records, maintaining confidentiality and adhering to TRU data retention policy.
  • Receive and direct student inquiries regarding program and degree requirements.
  • Create, maintain, and verify student files and course records for internal and external use.
  • Set up and manage office supplies inventory.
  • Perform administrative duties, including word processing various documents.
  • Design, modify, and maintain electronic and printable information for students, faculty, and staff.
  • Plan and organize meetings and events for internal and external stakeholders.
  • Assist with preparation and distribution of meeting agendas and minutes.
  • Book and set up audio and video conferences, and other technology, for meetings.
  • Manage criminal record checks for students participating in practicum/field courses.
  • Manage the Field Education Database, evaluating and tracking practica and field data.
  • Track, review, and ensure completeness of students' field applications.
  • Collect and monitor course outline submissions from faculty.
  • Ensure compliance with institutional approval processes and obtain signatures.
  • Assist with processing expenses and maintaining financial records.
  • Design and maintain program SharePoint and Moodle sites.
  • Support the chair in the faculty hiring process.
Qualifications
  • Grade 12, plus six months post-secondary courses, including Advanced Word, Intermediate Excel, and Intermediate Access, or equivalent.
  • Two years related experience, including one year of electronic data entry and word processing, and six months of assisting with report preparation and coordination of site visits.
Required Skills, Abilities, and Knowledge
  • Advanced level in Microsoft Word and Intermediate level in Excel and working with databases.
  • Ability to perform electronic word processing at 60 wpm and data entry.
  • Proven ability to take and transcribe minutes and correspondence at 70 verbal wpm.
  • Ability to set up and use various types of video and audio conference systems.
  • Experience in using Moodle, DCU, Banner, Argos, SharePoint, and other university information management systems.
  • Ability to communicate effectively both verbally and in writing.
  • Ability to deal courteously and tactfully with students, staff, and members of the general public.
  • Ability to manage student files, records, and maintain student confidentiality.
  • Ability to prioritize and coordinate workload.
  • Ability to receive a clear criminal record check.
  • Ability to use the database system IPT (Alcea Software) and familiarity with BC Provincial HSPNet system or similar systems.
  • Knowledgeable about TRU Partnership Placement Agreement process and database.
Working Conditions
  • Sitting at a desk at a computer and on the phone for long periods of time.
  • General office conditions.

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