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    Program Assistant - Toronto, Canada - Seneca

    Seneca
    Seneca Toronto, Canada

    1 week ago

    Default job background
    Part time
    Description

    Position Summary:

    Reporting to the Manager, Special Projects, Faculty of Continuing Education (FCE), the Program Assistant provides office administration and systems support for FCE's Newcomer Programs and Government Funded initiatives. This includes support for part-time faculty and staff as well as program information and support for current and prospective students. The incumbent coordinates administrative details, prioritizes and schedules to ensure deadlines are met while meeting customer service standards. This includes data entry, office administration, student registration and support, event logistics and marketing/promotions support. The incumbent demonstrates detailed knowledge of the portfolio's programs, PeopleSoft and student systems and processes and is called on to use a broad knowledge of other departments' programs when representing FCE as a whole.

    Responsibilities:

    Coordination

    • Initiates and executes contracts, purchase requisitions, standing orders, textbook orders, printing requests, and faculty contracts.
    • Maintains records/trackers of student data and information related to student profile, participation, completion and outcomes.
    • Develops systems to maintain current and archived department materials that are easily accessible to team members
    • Provides marketing support and promotion of programs through social media (produce, post, and share content), arranges for advertising, assists with event set up and schedules, participates in marketing strategy and team meetings, and fulfils other related coordination duties.
    • Coordinates financial/tuition transactions and other ad hoc requests pertaining to departmental finances such as bursary tracking and compilation.
    • Enters data into the funder's tracking system (CaMs).

    Communication

    • Maintains ongoing communication with staff and students on subject information and schedules (cancellations), college policies and procedures, and orientation of programs.
    • Informs the public of program information in person, by email and by telephone and acts as a first line of consultation within the department for general inquiries, admission requirements, academic policy and procedures, referring when appropriate to other College staff/departments and community resources.
    • Liaises with registration, and other College services/departments to enable operational efficiencies.

    Other

    • Assumes responsibility, individually or as a team member, for assisting in the effective and efficient operation of the program, including other duties as assigned.

    Qualifications:

    Education

    • Minimum completed two (2) year post-secondary diploma in Office Administration.
    • Education in Social Services or Career Development is an asset.

    Experience

    • Minimum two (2) years of experience in office administration and data management.
    • Experience working with funded programs for marginalized members of the community or for newcomers with various backgrounds and employment barriers is an asset.

    Skills

    • Strong time management and prioritization skills, with ability to multitask and switch quickly between changing priorities.
    • Demonstrated office administration skills including creating and maintaining tracking systems and procedures, maintaining department financial files, and writing memos, letters, and emails.
    • Strong verbal and written communication skills to interact with a broad range of stakeholders, community members and colleagues in a professional, tactful and welcoming manner.
    • Proficiency with Microsoft Office including Outlook, Word, PowerPoint, and Excel.
    • Knowledge of CaMs Government Reporting System is considered a valuable asset.
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