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May

Program Assistant

Seneca College of Applied Arts and Technology - Newnham, TAS

Administration & Secretarial
Source: uWorkin

JOB DESCRIPTION

Posting Date (E):
May 27, 2021
Closing Date (E):
June 2, 2021
Pay Range:
Payband F - $27.65 - $32.15 (start rate:$27.65)
Hours:
35
Type:
Permanent
Shift:
Monday - Friday 9:00am - 5:00pm
Contract Start Date (if applicable):
Contract End Date:

Position Summary:

The Program Assistant provides office administration and systems support for the department (including part-time faculty) as well as program information for current and prospective students and staff. The incumbent coordinates administrative details prioritizes and schedules to ensure deadlines are met while meeting customer service standards. The incumbent demonstrates detailed knowledge of the Paralegal portfolio’s programs, systems and processes and is called on to use a broad knowledge of other department’s programs when representing the Faculty of Continuing Education and Training as a whole.

Responsibilities:

Coordinating

  • Initiating and executing contracts, purchase requisitions, standing orders, textbook orders, printing requests, and faculty contracts.
  • Monitoring and tracking the completion of tasks of faculty and staff, including student grade submissions, provision of exams/addenda and approval and sign off by program coordinators and managers.
  • Maintaining records such as information related to faculty hiring, contracts, program records, exams, program advisory committees and department expenses.
  • Initiating, producing, editing and proofreading documents for managers, coordinators, staff and faculty, including reports and program information packages.
  • Recording minutes of meetings and disseminating to attendees.
  • Liaising with registration, security, bookstore, shipping and receiving and other College services/departments to enable operational efficiencies.

Communication

  • Maintaining ongoing communication with full and part-time staff and faculty (in person, through print and electronically including using Blackboard) to ensure information is provided on matters such as preparation of part-time faculty letters of intent, subject information and schedules (cancellations), college policies and procedures, orientation of new part-time staff and faculty, and with other college departments to ensure purchase requisitions, expense accounts, journal vouchers, etc. are expedited.
  • Informing the public of program and curriculum information for the department both in person, by email and telephone and acting as a first line of consultation within the department for appropriate subject selection, admission requirements, academic policy and procedures; referring enquiries, when appropriate, to other college staff/departments creating and maintaining program-specific community websites.

Manages Work Schedule

  • Assessing, scheduling, and organizing daily, weekly, and semester work within the context of rigid deadlines for program schedules, textbook orders, part-time faculty contracts, subject outlines and exam/test preparations.
  • Initiating action in response to class cancellations, facility problems and printing difficulties.
  • Investigating and resolving situations associated with student requirements, (e.g., students needing academic accommodations), arranging for students and/or other college departments to be notified or referring immediately to the manager for action providing ongoing input into departmental procedures and review process.

Participates Department Activities

  • Assuming Faculty duties in areas of program information, evening issue resolution, and committee involvement.
  • Providing academic information and guidance to students and faculty.
  • Developing systems to maintain current and archived department materials that are easily accessible to other appropriate individuals within the Faculty.

Other

  • Assumes responsibility, individually or as a team member, to assist in the effective and efficient operation of the Faculty including other duties as assigned

Qualifications:

Education

  • Minimum of a completed two (2) year diploma in Office Administration or related field. If education is in a related field, state how it is relevant.

Experience

  • Minimum of three (3) years’ experience in an office administrative support position.

Skills

  • Working in a team environment with multiple signoffs.
  • Demonstrated advanced experience with computer systems, electronic file management and software packages such as Word, Excel, Access and web tools.
  • Experience in providing service to and communicating in a customer service environment.
  • Experience in formatting, proofreading, and editing a variety of documents.
  • Demonstrated experience with office administration skills such as prioritizing multiple tasks, creating and maintaining tracking systems and procedures, maintaining department financial files, writing memos, letters, emails.

Note : A skills assessment test will be administered during the recruitment process.

Seneca is committed to diversity and encourages applications from qualified candidates, especially Indigenous persons, members of sexual minority groups, visible minorities, women, and persons with disabilities. View Seneca's Diversity Policy.

Note: Seneca requires copies of educational credentials at the time of an interview. Confirmation of educational credentials in the form of an official Canadian transcript or an official evaluation of international credentials which determines Canadian equivalency will be required upon hire.

We thank all applicants for their interest in this position, however, only those selected for an interview will be contacted.


Job Category Continuing Education
Location Newnham Campus
ID 1596

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