Program Assistant

Job Description

GENERAL STATEMENT

With minimal supervision, provides operational and administrative support to the school. Working with the chairs and program leaders performs a variety of program-wide, program-specific tasks and special projects to support the school programs at both Interurban Campus and Lansdowne Campus. A thorough knowledge of college, school and department goals and objectives, policies and procedures relevant to the school programs is essential. May require working evenings and weekends.

TYPICAL DUTIES:

• By phone, mail/email, in-person, provides consultation for, and disseminates information to new and current students of the school programs regarding application process, eligibility requirements, withdrawal procedures, etc., ensuring they have all requirements, information, and any necessary referrals to make informed educational decisions;
• Coordinates the development, revision and proofreading of the Camosun College credit calendar for the school. This includes gathering and disseminating information, ensuring consistency and compiling data. It involves liaison with members of all the school departments and other departments in the college such as the Registrar’s Office, Curriculum Committees, and Communications and Advancement;
• Posts, edits, and maintains all school program data to the web;
• Organizes meetings and provides admin support for the School Curriculum Committee, which may require extensive research: acts as contact person for curriculum issues and refers matters needing attention to the appropriate department for resolution; liaises with external service departments and Co-op department on curriculum issues; works with chairs to prepare, maintain, update all course/program changes and course outlines for distribution to committee members; reviews forms for accuracy and errors; makes any necessary edits as recommended by the committee; ensures approved curriculum changes are signed-off by the appropriate parties; submits to the College Curriculum Committee; ensures EdCo approvals are included in the college calendar;
• Assists program leaders by maintaining and updating information package material, as contact person for students; as liaison with other institutes, and various college departments; assists program leaders in the assessment of student applications; maintains databases, student files, collects applications and official interim transcripts; arranges for testing as required, and requests for official transcripts;
• Participates actively on the college-wide graduation planning committee (bi-weekly meetings) to assist in the coordination of the yearly event which may include sitting on or heading a grad subcommittee; acts as school liaison to provide graduation updates to chairs, program leaders, faculty, staff, and students; participates on other appropriate, college, school and departmental committees as required;
• Facilitates, organizes and/or supports special events such as annual graduation/awards ceremonies, open house, program orientations, information sessions, capstone symposium, competitions, education fairs and cross-school events;
• Assists chairs, program leaders and other personnel in the marketing and implementation of current and new programs. This includes monitoring and/or maintaining data bases of student enrolment reports, participating in open house; organizing/attending career fairs; developing, updating, and maintaining brochures, promo materials, information sheets, advertising, etc;
• Assists chairs, program leaders with the awards selection process;
• Liaises and problem-solves with Academic Advisors and Admissions/Registration regarding the school programs;
• Provides admin support to chairs on large multi-task projects including planning, implementation and evaluation accreditation, proposals, surveys);
• Facilitates and provides orientation and advising for Prior Learning Assessment (PLA), referring as necessary to the appropriate chair; arranges for appropriate PLA testing; tracks PLA’s and transfer credits for departments; submits documentation to the dean’s assistant to enable revenue transfers to department;
• Monitors budget and initiates payment vouchers, requests for invoices, and petty cash vouchers for special events;
• Coordinates classroom allocations for non-timetabled programs or activities which involve liaison with Student Records;
• Uses initiative and judgment in the absence of the chairs or program leaders to ensure that matters requiring immediate attention are referred to the appropriate authority and handled in an efficient manner;
• Facilitates and organizes special projects including researching, planning and advising the chair and/or program leader regarding impact of changes;
• Compiles data, produces statistics and generates reports regarding student enrolment, enrolment projections, and distance-learning courses;
• Acts as liaison person within the school and between the schools and other departments;
• Ensures the dissemination of relevant information to appropriate department/college personnel;
• Assists in the orientation of new faculty and staff of the school;
• Participates on appropriate college, school, and departmental committees as requested;
• Assists in the data collection for faculty evaluations;
• Performs a variety of clerical duties as required;
• Performs other related duties similar in scope and complexity. Qualifications Appropriate diploma, such as business administration or a diploma specific to this discipline and four years relevant experience in a technical or post-secondary environment or equivalent combination of education and experience. Excellent organizational and communication (written and oral) skills with a demonstrated ability to relate well, and work effectively with the general public, students, faculty and the college community. Ability to perform well under pressure, meet deadlines, recognize changing priorities and adapt accordingly. Demonstrated exceptional administrative support skills including the ability to work independently, deal effectively with non-routine matters and coordinate various activities, take responsibility, display initiative, problem-solve, and make independent decisions. Advanced knowledge of MS Office suite including spreadsheets, databases, and word processing and graphics/design software applications currently in use, in a networked computer environment. 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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