Program Assistant I, TRU World - Kamloops, Canada - Thompson Rivers University

Description

DUTIES

1. Provides administrative support by organizing and coordinating workflow and determining priorities in order to meet the needs and requirements of assigned area; resolves day-to-day problems, handles sensitive material.
2. Performs secretarial duties which include word processing a variety of documents such as correspondence, program documents, evaluation summaries, memos; including taking of minutes.
3. Provides receptionist services and handles all program-related inquiries. Collects, sorts, distributes and may open mail for designated department.
4. Sets up and maintains all filing systems, records and office supplies inventory; maintains, troubleshoots and reports malfunctioning office equipment.
5. Liaises with internal and external contacts regarding program requirements.
6. Informs and advises both incoming and ongoing students of fees and any missing documentation. Manage and enter all student data and files and generate reports.
7. Assesses student transcripts for program requirements: assesses and monitors student's records and notifies the Associate Director of any deficiencies associated with promotion and graduation.
8. Prepares and maintains mail out and electronic learning manuals/ learning guides/ exams/ Information Guide/ admissions packages.
9. May arrange meetings, locate and assemble background information, books physical facilities and equipment for meetings and may assist in arranging events.

REPORTS TO
Associate Director, International Training

EDUCATION:

• Grade 12, plus six months post-secondary courses including Advanced Word, Intermediate Excel and Intermediate Access or equivalent

EXPERIENCE:

• Three years' related experience, including one year experience with electronic data entry and word processing

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Ability to perform electronic word processing at 60 wpm and data entry
• 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
• Proven ability to work independently as well as a part of a team
• Ability to plan, organize and prioritize tasks and meet deadlines, maintaining accuracy and attention to detail

WORKING CONDITIONS

• Sitting at a desk and computer for periods of time
• General office conditions
• Ability to lift weights up to 10 kg
• Occasional driving may be required