Program Assistant I, Open Learning - #227603

Provides a wide range of administrative support, including receptionist services, for Open Learning.

MAJOR DUTIES & RESPONSIBILITIES

• 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.

• Performs secretarial duties which include word processing a variety of documents such as correspondence, contracts, evaluation summaries, exams, memos and spreadsheets; including taking of minutes.

• Provides receptionist services and handles all program-related inquiries. Collects, sorts, distributes and may open mail for designated department.

• Sets up and maintains all filing systems, records, and office supplies inventory; maintains, troubleshoots and reports malfunctioning office equipment.

• Liaises with internal and external contacts regarding program requirements.

• Informs and advises both incoming and ongoing students of fees and any missing documentation. Manages and enters all student data and files, and generates reports.

• Assesses student transcripts for program requirements: assesses and monitors student’s records and notifies the Program Coordinator of any deficiencies associated with promotion and graduation.

• Prepares and maintains mail-out learning manuals/ learning guides/ exams/ Information Guide/ admissions packages/ graduation packages.

• May arrange meetings, travel arrangements, locate and assemble background information, books physical facilities and equipment for meetings, and may assist in arranging events.

REPORTS TO
Associate Vice-President Open Learning

EDUCATION:

• Grade 12, plus six months post-secondary courses including all Microsoft Office programs or equivalent

EXPERIENCE:

• Three years’ related experience, including one year experience with electronic data entry and word processing and use of Microsoft Office programs

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
• The proven ability to effectively use Excel, PowerPoint and other Microsoft programs
• 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

WORKING CONDITIONS

• Sitting at a desk and computer for periods
• General office conditions