Program Assistant - Oshawa, Canada - Ontario Tech University

Ontario Tech University

Verified Company

Oshawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Program Assistant - Limited Term

Tracking Code:
req1052

Faculty/Department:
Continuous Learning

Number of Positions:1

Appointment Type:
Limited Term 1 year

Hours of Work: 35 hours per week

Salary Range:
Level - Starting Salary, Step 1 $50,054

Posting Date:
March 20, 2024

Closing Date:
March 27, 2024

Job Summary:

The purpose of the Program Assistant is to provide administrative support and clerical support to the Continuous
Learning unit.

Nature of work:

The Program Assistant plays an integral role in ensuring services are offered in an efficient and
effective manner. This position works alongside a team of Program Assistants, Administrative Assistant,
Instructional Support Coordinator, Business Development and Marketing Manager, Director of Continuous
Learning, and the Planning and Budget Officer as well as a Work Study student (when relevant).

Responsibilities/accountabilities:

Analyze and audit registration database to ensure records are up to date for fee processing (credit card, invoicing, cheque), course history, material, attendance, and certificates.
Liaise with Communications and Marketing department and the Continuous Learning Administrative Assistant to request needs such as program website updates (fees, programs, dates etc.). This might involved double checking accuracy across multiple systems and when required, request marketing support for program materials such as creation of flyers, signage, etc.
Compiles and stores information related to all programs, courses and curriculum.
Point of contact for Continuous Learning participants as it relates to all details within portfolio. This includes analyzing and communicating about missed classes, payment, program information, etc.
Plans and implements procedures and/or processes to improve efficiency and effectiveness.
Collaborate with relevant third party partners (example: Leading Edge Group, Ontario College of Teachers, OCADU, etc) on a monthly basis to receive monthly revenue and discuss Continuous Learning leads on programs.
Collaborate with internal partners (example: Faculties, Engineering Outreach) to organize programs that are supported by Continuous Learning.
Setup Catalog Canvas shells using existing templates.
Participate to provide updates or highlight areas to review at schedule Continuous Learning team meetings.
Set up, refresh and take down of all classes within portfolio (days, evenings or weekends)
Work with Instructors scheduling, contracts, purchase orders, prepare workbooks and material (edit presentation slides to include logos, spelling/grammar, etc.)
Prepare evaluation summaries for records and instructors
Coordination of alternative assignments for missed classes, when required
Prepare certificates for graduates and certificates of completion where required.
Coordination of the issuance of Badges for all microcredentials in portfolio.
Assist with the research, planning and the implementation of new and existing programs
Assists with proposal writing and communication to potential clients.
Proofreading and editing of documents as required.
Completing rolling project completion reports
Booking meetings via Outlook calendar for internal and external partners
Book meeting rooms for meeting/classes/major events and/or work with Scheduling Program for bookings
Ordering based on needs food via Aramark/offsite, Print shop, IT Services
Arranging parking for guests, flight and accommodation bookings, and restaurant bookings
Performs other duties or projects as assigned including providing assistance and support to other staff for classes and/or events within the department as required.
Maintain ongoing working relationships with other departments and external vendors.
Compile data for program reports requested by Director of Continuous Learning.
Communicate with the Finance Department to get confirmation of successful payment processing with invoices, credit card payments.
Report to the Budget Officer with all payments, expense reports/cheque requisitions for reimbursement, payment of invoices on a timely manner
Ensuring Budget Officer has copies of all paid registration forms.
Contact customers immediately regarding NSF cheques.
Calculate financials for assigned portfolio for Continuous Learning contractor instructors.
Monitor corporate partner registrations/payments/invoicing with 3rd party sponsors, prepare receipts when required, and to complete accountable report for Continuous Learning's BMO purchasing card within five business days of the end of the month.
Assist the Budget Officer with various other tasks as requested.
Contribute to the planning and coordination of Continuous Learning events which involves decision making, resources, oversight of event processes, coordinate meetings, etc. Such events include, but is not limited to Continuous Learning open enrollment classes, customized corporat