Program Assistant

Position Information

**Position Number**
- S00027**Position Title**
- Program Assistant**Division/Portfolio**
- Arts and Foundational Programs**Department/Program**
- Portfolio Dean's Office (P1)**Location**
- Kelowna**Other Flexible Work Options**

**Your Opportunity**
- Under the general supervision of the Executive Assistant to the Dean, Arts & Foundational Programs (AFP) provides administrative support and clerical assistance to the Dean, Assistant to the Dean, Associate Deans, Department Chairs, Operations & Portfolio Specialists, and faculty/instructors in AFP portfolio. Front-line contact for students as well as external agencies. Performs other related duties as required.**Functions and Duties**
- 1. Provides administrative and clerical support for the portfolio office by:
- Providing reception services, answering phone calls, taking messages, and responding to a variety of inquiries pertaining to Arts and Foundational programs, and re-directing inquiries to the appropriate department;
- Coding, editing and processing various forms including expense claims, payment vouchers, invoices, book orders, travel requests, requests to purchase, and field trip request forms;
- Administering and invigilating Adult Basic Education (ABE) placement testing and relay results to students;
- Acting as a referral point for orientation of new staff members regarding internal resources such as Print Services, Photo ID, IT Services, Facilities Management, key assigning, and Ed Technology;
- Scheduling and administering in class evaluations for the portfolio;
- Distributing student evaluation packages to outlying campuses, scan bubble sheet results and type student comments;
- Assisting Dean and Associate Deans with confidential typing for performance evaluations of Foundational Instructors;
- Typing letters, memos, reports, project proposals, as required;
- Arranging meetings, booking rooms and arranging conference calls;
- Photocopying and distributing materials to portfolio staff;
- Maintaining and typing timetables for Foundational Programs courses;
- Posting class cancellations;
- Receiving and distributing mail; update and maintain mailrooms for faculty;
- Performs routine maintenance on photocopy equipment and ordering supplies;
- Performs receptionist duties by taking messages and answering queries from, faculty, instructors, students, OC personnel, and the general public;
- Assisting students with the completion of student forms;
- Updating AFP Staff lists;
- Submitting service requests/work orders for computing accounts, office assignments, keys, telephones etc.;
- Assisting with updating AFP web pages;
- Maintaining general filing.

2. Provides clerical support for Recruitment and Promotion activities by:
- Maintaining communication with external employment agencies by providing Foundational program information;
- Contacting students with information pertaining to programming and timetable changes;
- Compiling and completing student surveys;
- Completing mail outs and letters;
- Forward queries regarding programs offered within the portfolio to appropriate OC contact.

3. Assists the Executive Assistant to the Dean with all aspects of recruitment for faculty, instructor and staff by gathering, interpreting, and verifying data including but not limited to employee reference checks, salary placements, employment-related forms and records and follow up with others as appropriate to ensure accuracy and adherence to relevant collective agreements, policies, and procedures.
- 4. Performs other related duties as required.**Education and Experience**
- Completion of Grade 12 plus a one year certificate in Office Administration, Office Management, or equivalent. Minimum of one year related experience.
- Preferred Qualifications: Experience working in an educational setting, and with programming in Arts, Adult Basic Education, Adult Special Education, and English as a Second Language would be an asset. Knowledge of Web Design and minute taking would be an asset.**Skills and Abilities**
- Strong written and verbal communication skills
- Ability to prioritize, be adaptable and flexible while managing a high work volume and competing priorities to meet strict deadlines;
- Excellent organizational and time management skills with superior attention to detail and accuracy;
- Demonstrated problem-solving skills;
- Ability to work effectively both independently and as part of a team, with an aptitude for working in a collegial and collaborative environment;
- Ability to exercise courtesy and consideration of others within an open-concept working environment;
- Ability to deal tactfully and diplomatically with internal and external contacts;
- Ability to monitor, recommend and take action on all issues where responsible;
- Competence and proficiency in the use of computer systems and software including Microsoft Office Suite, Ironpoint, Adobe Professional and internet.

**Preferred Qualifications**
- The Office of the Dean, Art