Co-Op and Student Employment Assistant

1 month ago

Victoria, Canada Camosun College Full time

Job Description

GENERAL STATEMENT
Reporting to the Assistant to the Director, Co-op Education & Student Employment, and working as a member of the CESE team, the Assistant provides administrative, organizational and customer service support. Knowledge of College goals and objectives, policies and procedures relevant to the CESE department is essential.

TYPICAL DUTIES
Student and Employer Contact and Support
• Provides front line services to external and internal clients including acting as liaison within the department and between the schools and other departments;
• Ensures the dissemination of information related to the work term process by communicating and interacting with students, employers and the College Community to meet program needs;
• Responds to and processes a wide variety of enquiries received both in-person and via the phone, fax and e-mail requiring a good understanding of CESE policy and procedures;
• Reviews transcripts to ensure student eligibility;
• Assists students with various employment processes and documentation;
• Assembles and collates students’ applications at closing of job postings, checking for accuracy and completeness, and submits packages to employers;
• Assists with the coordination of a variety of departmental events such as orientation, career fairs and other departmental events as needed;
• Assists students, graduates and alumni by directing them to College and departmental resources for work search skills and job postings;

Administrative Support
• Enters, retrieves and compiles data in the departmental database, and monitors its accuracy and currency; this may involve keeping several inter-related records and cross checking;
• Ensures the dissemination of relevant information to appropriate department/College personnel throughout the year, both electronically and in print;
• Provides administrative support and coordination for recurring departmental activities such as information sessions, mock interviews, etc., and for other departmental projects and initiatives as required;
• Performs clerical duties such as keyboarding, basic editing, photocopying, arranging meetings, mail distribution, phoning, etc.;
• Establishes timelines and priorities for tasks;
• Composes replies to correspondence;
• Maintains security of sensitive and confidential documents and files;
• Produces and completes forms and templates for administrative procedures including proofing, formatting and correcting of documents;
• Makes appointments and schedules departmental events and activities;
• Attends meetings and takes minutes;
• Establishes and maintains files pertaining to the departments concerned;

Departmental Operational Duties
• Assists in the updating and maintenance of promotional material, advertising and displays;
• Ensures that adequate supplies of departmental materials, audio-visual materials, computer based software and similar resources are available, ordered, maintained, and organized, by coordinating information obtained from all key stakeholders on both campuses;
• Performs other related duties similar in scope and complexity. Qualifications Grade plus secretarial certificate and two years of prior office experience or an equivalent combination of education and experience. Advanced keyboarding skills essential ( wpm). Advanced knowledge of word-processing, spreadsheet and database applications (presently XP, Excel, MS Office, Outlook and Internet). Must have exceptional customer service skills and relate well to the public, students, employers and the College community. Excellent oral and written communication, interpersonal and organizational skills. Demonstrated ability to work independently, deal effectively with non-routine matters and co-ordinate numerous activities with initiative and discretion. Supporting Truth & Reconciliation Commission's Recommendations Capabilities The core capabilities are required for all positions at the college.
Focus on Students and Their Success (Core)
• We all have a role to play in promoting and supporting students – directly or indirectly – contributing to their success, education and transition as they build their path to the future.
Cultural Alignment (Core)
• Inclusion and respect align with Camosun’s traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.
Fostering and Nurturing Relationships (Core)
• Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.

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