Clerical (Mpt Program) Assistant

**Clerical (MPT Program) Assistant**:
**Primary Purpose**: This position provides day-to-day support for the General Office and provides administrative support for faculty and instructors, the Clinical Education Program, and other committees; and assists the Academic Program Assistant with clerical duties.

**Nature of Work**: This position reports directly to the MPT Program Co-ordinator of the School of Rehabilitation Science. It is of moderate complexity, works independently but receives general supervision and is responsible for a range of clerical tasks.

**Typical Duties or Accountabilities**:
***Administrative**
- Maintain day-to-day operations (room bookings, keeping record of signed out equipment, keys fobs, A/V equipment, monitors and orders stationery supplies, attends to photocopy machine and PT equipment maintenance, receives, sorts and prepares mail, files student records electronically)
- Oversee office reception for the General Office, including answering the phone, taking messages, re-directing calls, receiving courier packages, deliveries etc.
- Responsible for maintaining internal faculty/staff lists
- Create Exam Schedules and submit room requests to CLRC for the exams
- Monitor and maintain access to JADE
- Prepare and oversee various surveys in Survey Monkey
- Assist with the admissions process (preparing for interviews and assisting with the Interview Weekend)
- Provide clerical support to course instructors and faculty members (photocopying (exams), scanning materials)
- Responsible for on-line submissions of textbooks for each course
- Responsible for the yearly online registrations documents
- Assist with Orientation Day
- Coordinate and guide the students to RUH Security for ID photographs
- Responsible for equipment bookings and other IT requests and issues
- Responsible for deliveries/pick-ups on campus, i.e. exams, other pick-ups as needed
- Working closely with the MPT Student Advisor, assist with tasks such as scheduling of AES exams conducted on site or other student event scheduling
- Provide administrative support for Access and Equity Services Meetings, Awards committee, nistotamawin committee, clinical education unit, EDI working group, student rep meetings, committee chair meetings or other committees as assigned by the Program Co-ordinator
- Organize Admin Meetings, Team Building Meetings and various meetings for faculty.
- Coordinate catering as needed.
- Assist Program Co-ordinator with ordering and record-keeping of equipment
- Responsible for recording and arranging disposal of surplus assets and confidential information
- Assist with special projects as needed

**Clinical Education Support**
- Responsible for booking meeting rooms, web-ex and ordering refreshments
- Preparation of manuals for Clinical Education Workshops
- Track and record student compliance with Clinical Education requirements (e.g. CRC, CPR, Immunizations, HSP net consent, WCB consent, etc.)
- Provide administrative assistance to the Clinical Education Unit as required (phone calls, formatting documents, photocopying, filing, mail-outs etc.)
- Collecting data, posting information on website

**Awards Committee**
- Provide support for the Awards Committee, record minutes
- Ensure appropriate processes are followed and documentation completed for award nominations
- Ensure there are adequate resources for the awards by keeping track of awards funds and bringing to the attention of the Awards Chair of any variance in funds
- Responsible for booking the University Club for the Fall Awards Reception and liaise with the University Club Manager regarding room layout and catering
- Recruit/arrange/liaise with presenters regarding award winners and to present awards during the awards reception and the graduation banquet
- Organize the updating of cumulative award plaques through North Star Trophies
- Arrange payout of awards - liaise with Grad Studies Awards Director and Student Accounts
- Coordinate and administer correspondence to donors and award recipients

**Education**: Grade 12 Diploma and an Administrative Diploma from a recognized institution (preferred).

**Experience**:Minimum of two years of experience in a clerical position, preferably in a university setting.

**Skills**:

- Ability to work in a busy office environment
- Ability to work independently and as part of a team
- Excellent interpersonal, communication and team skills (able to interact appropriately with the faculty, staff, students, and the public)
- Ability to manage multiple tasks and work to deadlines
- Self-motivated but able to work under direction
- Effective organizational and time management skills
- Demonstrated intermediate level skills with word processing (typing, formatting, inserting graphics)
- Demonstrated basic competence with Microsoft Excel (accurate data entry, formatting of columns and rows, worksheets)

**Department**: School of Rehabilitation Science
**Status**: Term 18 month with the possibility of extensi