Program Assistant I, Science (Open Learning)
Thompson Rivers University
Location
Kamloops, BC | Canada
Job description
Subject to review by the Joint Job Evaluation Committee**
Provides a wide range of administrative support, including secretarial services, for Open Learning, Science, the department and its students.
MAJOR DUTIES & RESPONSIBILITIES
- Provides administrative support by organizing and coordinating workflow, determining priorities and problem solving in order to meet the needs and requirements of assigned area; resolves day-to-day issues, handles sensitive and confidential material.
- Performs secretarial duties which include word processing a variety of documents such as correspondence, web pages, contracts, surveys, evaluation reports, exams and schedules, hiring memos; including taking of minutes.
- Provides receptionist services and handles all Program and Faculty related inquiries. Collects, sorts and distributes mail and may open mail for designated department.
- Sets up and maintains all filing systems, records and office supplies inventory; maintains, troubleshoots and reports malfunctioning office equipment.
- Liaises with internal and external contacts regarding program requirements.
- Informs and advises both incoming and ongoing students of any missing documentation. Manage and enter student data, and file and generate reports.
- Assesses student transcripts for program requirements: assesses and monitors student’s records and notifies the Chair/Program Coordinator of any deficiencies associated with promotion and graduation.
- Prepares and maintains mail out learning manuals/learning guides/exams/ Information Guide/admissions packages.
- May arrange meetings, locate and assemble background information, book physical facilities and equipment for meetings and may assist in arranging events.
REPORTS TO
Associate Director, Student Engagement & Experience (OL)
QUALIFICATIONS
EDUCATION:
- Grade 12, plus six months’ post-secondary courses including Advanced Word, Intermediate Excel or equivalent
EXPERIENCE:
- Four years related experience, including one year experience and proven competence with word processing and electronic data entry into data bases
SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB
- Ability to perform electronic word processing at 60 wpm and data entry
- Knowledge of data bases such as HSPnet, Argos and Banner
- The proven ability to take and transcribe minutes and correspondence at 70 verbal wpm
- Ability to communicate effectively both verbally and in writing
- Ability to deal courteously and tactfully with students, staff and members of the general public
- Ability to manage student files, records and maintain student confidentiality
- Ability to prioritize and coordinate workload.
- Ability to learn a variety of new software to process, track and run reports
WORKING CONDITIONS
- Sitting at a desk and computer for periods of time
- General office conditions
- Ability to lift weights up to 10 kg
Job tags
Salary
