Program Specialist

**Program Specialist - Automotive Business School of Canada**

**(**Job Number**:01-25**)**

Department: Automotive Business School of Canada
Campus: Barrie
Classification: Support Staff
Posting Date: January 3, 2025
Hourly Pay Rate: $31.05 (start rate) - 35.99 (4-year rate)
Hours Per Week: 35 hours per week
Status: Contract (Appendix D)
Effective: January 2025 - July 5, 2025

***This is a temporary replacement position for a bargaining unit employee.** Terms and conditions of employment are as outlined in the Support Staff Collective Agreement.

Located in Barrie and reporting to the Manager, Automotive Business School, the incumbent works as part of the Academic Team and is responsible for initiating, developing and implementing a variety of administrative support functions, including planning, support and liaison functions to support the delivery of programs in Automotive Business programs. This position will be responsible for ensuring the maintenance of course content, budgeting, reporting, inventory and data analysis. Specific duties include, but are not limited to:

- Liaising with the Office of the Registrar to ensure accuracy in the registration information that is entered (i.e. CRN creation, review audits, grade changes, academic misconducts, etc.)
- Liaising with other internal stakeholders (i.e. shipping, accounting, etc.) to create purchase orders, place orders, coordinate receiving, storing, shipping, and payment of supplies. Liaising with various third-party providers to order and maintain online and print resources (i.e. test portal/links, manuals/textbooks, etc.) ensuring online components are functioning and there is an adequate supply of program materials.
- Liaising with the IT department to implement system changes / updates to assist in gathering data and running reports to ensure accurate statistical information is reported on (i.e. content changes to e-letters, changes to reporting parameters to ensure it captures the required information, etc.)
- Compiling data from a variety of sources (i.e. student information system, google analytics, manual records, etc.), analyzing the data to ensure it is accurate and meets the reporting requirement, and producing reports to support decision-making processes
- Reviewing audit reports and resolving data discrepancies (i.e. missing information, etc.) or escalating issues to the manager if required.
- Reconciling monthly invoices and credit card statements to ensure they are accurate and identifying discrepancies to the manager (i.e. unexpected costs, increased rates, incorrect billing, etc.)
- Assisting with other financial processes as required (i.e. purchase orders, etc.)
- Processing course registrations, which includes receiving payments, verifying enrollment, balancing daily receipts, and distributing course resources (i.e. manuals, etc.) and providing course online access and test information to students
- Providing guidance to students on system logon / navigation issues, online test difficulties, etc.
- Coordinating and supporting testing (online and in-person examinations), which includes ensuring an adequate supply of tests are provided to the appropriate testing office, arranging alternate testing for students, if required, entering marks into the student information system, and responding to student inquiries about results
- Coordinating the preparation of course completion documents with external partners, and assisting the team in the distribution to students.
- Assisting the manager with the Academic Misconduct process by receiving / summarizing information, preparing / distributing forms, and maintaining records.
- Reviewing content changes received, identifying course materials that may require modifications to the manager, and then editing material (online and paper based), as required
- Ensuring online course links are current and operational
- Maintaining webpages, which includes editing content and communicating changes to stakeholders to ensure consistency of information
- Assisting with the creation of promotional materials, updating of marketing content, and submission of data for the Continuing Education Calendar

QUALIFICATIONS:

- Successfully completed a two-year postsecondary diploma in Business or a related field
- Three years practical work experience in an office environment with progressively increasing responsibilities
- Experience within a post secondary institution, preferably College, would be considered an asset
- Excellent computer skills: MS Word, MS Excel, MS Outlook, Internet and Adobe InDesign and Illustrator
- High attention to detail and the ability to manage multiple demands
- Ability to understand implications of making change and the impacts of the project in other areas
- Ability to analyze and organize complex information
- Strong organization/communication skills (oral/written) with the ability to problem solve quickly in a professional manner
- Demonstrate strong interpersonal and customer serv