Program Assistant II, Faculty of Education and Social Work

DUTIES

Provides a wide range of administrative support for designated area.

MAJOR DUTIES & RESPONSIBILITIES

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. Designs, implements, and monitors common/consistent systems and processes for increased efficiencies.
3. Provides administrative and logistical support to program faculty in complying with the requirements of external regulating bodies
4. Administers filing systems (paper and/or electronic) for student and other records, while maintaining confidentiality and adhering to the TRU data retention policy.
5. Receives and directs student enquiries regarding program and degree requirements.
6. Creates, maintains and verifies student files and course records for internal and external use. Pulls reports from existing TRU databases/systems and organizes data (e.g. in Excel).
7. Sets up and manages office supplies inventory.
8. Performs administrative duties which include word processing a variety of documents such as correspondence, contracts, evaluation summaries and exams.
9. Designs, modifies and maintains electronic and printable information for students/faculty/staff. Prepares and manages mail-outs (paper and/or electronic).
10. Plans and organizes meetings and events (including catering) for internal and external stakeholders for designated areas. Designs invitations and information materials for events in designated programs.
11. Assists with preparation and distribution of meeting agendas, takes and distributes meeting minutes.
12. Books and sets up audio and video conferences, and other technology, for meetings within designated program. Troubleshoots as needed.
13. Manages criminal record checks (CRC) for all students participating in practicum/field courses. Informs field coordinators of students’ eligibility for practicum (with regard to CRC).
14. Manages the Field Education Database. Evaluates and tracks practica and field data. Sets up and maintains records and creates reports.
15. Tracks, reviews and ensures completeness of students’ field applications, using Intern Placement Tracking (IPT) system. Tracks and manages Partnership Placement Agreements (PPA).
16. Collects and monitors course outline submissions from faculty in designated program. Assists with follow-up on compliance.
17. Ensures compliance with various institutional approval processes (e.g. thesis, directed studies, etc.) and obtains signatures in designated programs.
18. Assists with processing expenses and maintaining financial records, including generating web requisitions.
19. Designs and maintains designated program’s SharePoint (for staff/faculty) and Moodle sites (for students), and other platforms.
20. Assists with documentation and spreadsheets for admissions process for designated programs.
21. Supports the chair in the faculty hiring process in designated programs.

REPORTS TO
Academic and Administrative Coordinator

QUALIFICATIONS

EDUCATION:

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

EXPERIENCE:

• Two years related experience, including:
  • One-year experience with electronic data entry and word processing
  • Six months experience assisting with report preparation, coordination of site visits and other duties related to maintaining compliance with external regulating bodies

REQUIRED SKILLS, ABILITIES & KNOWLEDGE

• Advanced level in Microsoft Word and Intermediate level in Excel and working with databases
• 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 set up and use various types of video and audio conference systems
• Experience in using Moodle, DCU, Banner, Argos, SharePoint and other university information management systems
• 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
• Ability to prioritize and coordinate workload
• Ability to receive a clear criminal record check
• Ability to use the database system IPT (Alcea Software) and familiarity with BC Provincial HSPNet system or similar systems
• Knowledgeable about TRU Partnership Placement Agreement process and database

WORKING CONDITIONS

• Sitting at desk at a computer and on the phone for long periods of time
• General office conditions