Program Assistant D Cs - Vancouver, Canada - Vancouver Community College

Vancouver Community College

Verified Company

Vancouver, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Pclass #

S9905
Job Summary
As a member of the Continuing Studies (CS) team and reporting to the Operations Manager, Continuing Studies, the Program Assistant is a program and student support professional, an advisory service specialist, and a highly visible representative of Continuing Studies (CS) at VCC.
The Program Assistant is responsible for providing direct administrative support to the Program Coordinator by delivering on core administrative functions, such as providing programrelated information and services to applicants, prospective students, current students, alumni, internal staff, instructors, and external stakeholders. Professional judgment, diplomacy, patience, and attention to detail are essential for this position.
Job Duties/Responsibilities 4. Coordinates and may participate in departmental recruitment activities as needed, including info sessions, career and job fairs, etc. 6. Creates and maintains detailed class lists pertaining to enrollment and program progression, attendance, schedules and exams, etc. Distributes instructor packages prior to course start dates and collects grading and attendance sheets and evaluations where appropriate.
7. Confirms class arrangements with instructors. Orders, maintains and distributes, as necessary, course and department supplies including books, duplicating, paper, forms, media and other materials. Coordinates with IT and other support services for programrelated needs. Coordinates makeup exams where appropriate. 9. May support Program Coordinator in determining course and program schedules. Initiates and proposes meeting patterns, instructor assignments, and room assignments in SIS.
10. May assist in the preparation of instructor contracts, timesheets, honoraria, cheque requisitions, and expense forms. Forwards to the appropriate signing authority for approval.
11. Organizes, sorts, and processes incoming and outgoing photocopying, faxes, and mail
12. Reviews and recommends office methods and procedures to streamline for efficiency. Identifies operational problems and reports issues to appropriate personnel.
13. Relieves and assists other Program Assistants and provides training to new staff as required.
14. Collaborates with staff on special projects.
15. Liaises with internal college staff and departments as needed to resolve issues or to coordinate tasks.
16. Maintains data systems, Learning Management Systems (LMS) data, records, logs, etc., ensuring information is complete and uptodate. Files hardcopy records ensuring all information is stored accurately.
17. Performs other related duties as required.
Qualifications

Education and Experience
Grade 12 supplemented by computer courses plus additional specialized training of over 1 year in Business/Office Administration and over one (1) year directly related experience at a post-secondary institution, preferably in a student services area, or an equivalent combination of training and/or experience may be substituted for the required qualifications;
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Skills and Abilities

Demonstrated ability to plan, organize and prioritize tasks and meet deadlines while maintaining accuracy and attention to detail including ability to switch tasks quickly and smoothly with a high level of accuracy.
Demonstrated ability to use sound professional judgement and critical decision making to make independent decisions and solve problems relating to daytoday activities; referring difficult or unusual problems to a superior.
Ability to act independently and work collaboratively in a team environment.
Ability to work well under pressure and provide excellent customer service to students, sponsors, partners, staff, faculty and members of the general public using clear communication both verbally and in writing.
Computer experience with intermediate proficiency in MS Word, Excel and Outlook is required. Experience in Student Information Systems is an asset.
Familiarity with College policies/procedures.
Must be capable and effective in a high volume, time sensitive, fast paced environment.

Salary Range - Prorated based on FTE

PAYGRADE 20: $1,747.66 to $2,035.33 biweekly.

Posting Detail Information

Employment Group

Support Staff (CUPE)
Type of Position
Temporary
Employment Type
Full Time
Department

CS ADMINISTRATION
Primary Location

This position may require you to work at all VCC locations.
Downtown
Is this posting only for internal applicants?
No 01/16/2023
Position End Date
For Temporary Positions
01/05/2024
Vacation Blackout Dates
January, May, September
Number of Hours per Week
35
Work Schedule Hours may vary according to the needs of the Department
Monday to Friday, 8:30 am 4:45 pm
Eligible for Fortnight
Yes
Special Instructions to Applicant
Vancouver Community College is committed to maintaining a work force that represents the diverse community we serve and we encourage