Program Assistant - Red Deer, Canada - Red Deer Polytechnic

Red Deer Polytechnic

Verified Company

Red Deer, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Please see Special Instructions for more details
:

Hours of work are 28 hours per week and will be scheduled according to operational needs.

- _ This position is contingent on conditional funding and does not qualify for conversion under the Terms and Conditions of Employment._

Posting Details:

Position Information

Position Title

Program Assistant (School of Health and Wellness)
Position Summary
The Program Assistant is responsible for providing administrative support to programs within the School of Health and Wellness. This position acts as the frontline 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
Maintains electronic data base of course outlines and other documents related to program courses
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.
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.)
Provides expertise in determining ideal timetable patterns for student success
Completes timetable data entry into the Timetable System (DCU); completes all of the Infosilem entry for the timetabling process

Accreditation/

CAQC

/

AIT

Reporting

Completes, updates, and maintains documents (e.g. curriculum elements sheets, program change and program/course proposal documents) related to program curriculum renewal, revision, and review by internal or external bodies (ex. RDP Program Review; RDP Curriculum Committee; Academic Council; external accreditation bodies)
Provides support for program approval, program evaluation and accreditation committee logístical work

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
Maintains comprehensive databases for the programs regarding practicum placements, students, programs, Institution and industry information
Reports noshow information to Registrar's Office for each class, in each intake in a timely manner, and records day one student absence notifications in banner

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; Consults with Operations Manager regarding budgetary concerns (meeting expenses, printing and marketing expenses)
Maintains list of current and potential advisory committee members; requesting participation of committee members
Coordinates details related to events and meetings; this can include external stakeholders, internal