Program Assistant (School of Health and Wellness) - Term
Location
Red Deer, AB | Canada
Job description
Position TitleProgram Assistant (School of Health and Wellness) - Term
Position Summary
The School of Health and Wellness is currently expanding programs and is seeking a Program Assistant for 35 hours/week until June 28, 2024
The Program Assistant is responsible for providing administrative support to programs within the School of Health and Wellness. This position acts as the front-line support for student inquiries and will provide program specific information as required.
This position coordinates the timetabling process and timetable entry as well as provides project administrative support during periods of curriculum renewal and/or accreditation. The incumbent will use reporting systems to generate reports and maintain databases.
The Program Assistant performs a wide variety of administrative support services, all of which contribute to the efficient and professional operations of the designated School.
Position Responsibilities
Support Associate Dean, Faculty, Operations Manager with course/program delivery and execution:
- Provides faculty and staff with information concerning Red Deer Polytechnic (RDP) processes and timelines, service and support, administrative practices, office equipment and basic software questions
- Organizes and prepares for new academic year (preparing new class schedules and forwarding to internal areas as required, updating student forms, attendance and marks records for certain specific program areas, prepares student and instructor packages for each intake)
- Coordinates instructor submission; completes the preparation of course outlines as required, course packs and manuals
- Reviews, tracks, disclosure form collections, class lists, program enrolments, internal phone book listing, security lists, informs appropriate individuals for action
- Assists programs in course evaluation preparation and documentation
Managing Student Inquiries & Supporting Student Success:
- Acts as an initial point of contact from students, staff, faculty and external contact; responding to questions as appropriate or forwarding to appropriate individual
- Provides program specific information regarding requirements, electives, procedures, timelines and general program facts for designated portfolio. Refers students to the Student Connect Centre Advisors as required.
- Communicates with Registrars Office in relation to student applications, continuing student registration, prior learning assessments; provides program specific information that is communicated to prospective and registered students
- Provides support for student orientation and retreats
Timetable Entry:
- Collaborates with the Academic Operations Manager, Associate Dean and Chairs to coordinate the timetable process to ensure conflict free scheduling of course and course sections; works with Scheduling Office to correct any issues or conflicts as they arise, including those related to impacts from other events occurring on campus
- Collaborates with other Schools to schedule courses that are across Schools (i.e. Service courses, instructor who teaches course is in a different School, etc.)
Systems Use
- Generates reports through Banner/Cognos to provide information and up to date class rosters
- Monitors, maintains and updates the central Blackboard program site to ensure currency of program specific information
Meeting, Event, and General Administrative Support
- Supports program and program advisory committee meetings by planning and preparing meetings, preparing agendas, attending meetings, taking and distributing minutes
- Coordinates details related to events and meetings; this can include external stakeholders, internal events, program spotlights, program information nights, recruitment and retention events, specialized program meetings, etc.
- Attends meetings, records and prepares minutes, communicates and follows up on action items to relevant parties, distributes minutes as appropriate
Other related duties as outlined on job description.
Required Qualifications
- Two (2) years of post-secondary training, ideally in Office Administration, Business Administration, or related program.
- Minimum of 2-3 years of relevant experience
- Consideration will be given to those with a one (1) year certificate in Administrative Professional, Legal Assistant, or another related program and minimum of three (3) years’ work experience in a related environment.
- Proficient in Microsoft Office 365 (Word, Excel, Outlook, SharePoint)
- Working knowledge of Records Management
- Ability to learn and adapt to new software programs
- Demonstrated ability to work successfully with diverse groups of people
- Ability to work both independently and in collaboration with a team
- Demonstrated ability to take initiative and proactively complete tasks
- Strong organizational and time management skills
- Ability to develop and maintain positive working relationships with all contacts internal and external to the Polytechnic
- Experience scheduling/setting up meetings and appointments on and off campus, this may include travel arrangements
- Experience preparing meeting agendas, minutes, letters, and memos accurately
- Demonstrated effectiveness and clarity of verbal and written communication with excellent interpersonal communication skills and phone manners
Preferred Qualifications
- Experience using BlackBoard, Banner, Cognos would be an asset
- Experience working in a post-secondary educational institution would be an asset
- Ability to adapt to change quickly
- Strong customer service skills
Salary or Hourly?Salary
SalaryStarting at $27.15 per hour
Benefits and Compensation Information
An additional 8% of the hourly rate in lieu of vacation. Eligibility to access benefits is dependent upon the Terms and Conditions of Employment.
About Red Deer Polytechnic
Focused on advancing the economic and social priorities of Alberta,
Red Deer Polytechnic(RDP) provides more than 80 industry-relevant programs within a breadth of credentials to approximately 6,300 credit and apprenticeship students and 3,400+ learners with Continuing Education programming. With modern teaching and learning spaces, and state-of-the-art research and innovation centres in advanced manufacturing and energy innovation, the Polytechnic provides applied research opportunities, leadership in the social, economic, and cultural development of Alberta, and myriad lifelong learning opportunities.
Red Deer Polytechnic’s main campus is located on Treaty 7, Treaty 6 and Métis ancestral lands. This is where we will strive to honour and transform our relationships with one another.
Whatever brings you to Red Deer Polytechnic, we are glad you are here. And we look forward to having you as a valued member of our polytechnic community.
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