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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:
- Responsible for the all facets of coordinating day-to-day care of assigned Continuous Learning programs/courses including Summer Camps(scheduling, registration process, communication, supporting documents, website updates, transcript review, applications, processing invoices, instructor contracts, instructor payments, attendance, achievement, form development, signage, etc)
- 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.
- Set-up 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 micro-credentials in portfolio.
- Assist with the research, planning and the implementation of new and existing programs
- Perform front line customer service answering general inquiries via phone/email when required
- 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 corporate programs, Public Seminars, Annual Conference, Public Sector Graduation, Community events, etc.
- Liaise with Communications and Marketing Department with the development of media, marketing materials and announcements of events.
- Responsible for all communication and coordination of all special needs and special requests.
- Set up, refresher and take down of events/classes within portfolio/as assigned (days, evenings or weekends)
- Assist with updating the Continuous Learning website (working with C&M when needed) and creating/posting on various social media sites.
- Assist with creation/editing of flyers, marketing emails, monthly newsletters and other promotional material.
- Network and promote Continuous Learning at community events/tradeshows.
- Researching, presenting, and working through process to align current or new programs with accreditation/PD hours offered by associations, etc.
- Work with necessary parties to review and implement CRM or other administrative systems.
- Work with team to brainstorm policy/procedure needs. From gathered information, build out final copies for implementation
- Review procurement sites such as Biddingo/MERX on a regular basis to see if there are RFP’s that might best suit Continuous Learning.
- Build membership series with input from team and other resources.
- Assist with and support onboarding of WorkStudy student (when relevant) and provide tasks to help grow student understanding of the business.
- Other projects as assigned.
Required Skills:
- Self motivated and pro-active, adapts to change with ease, works well with others, and takes responsibility for outcomes
- A high-profiency in MS-Word, MS-Outlook, MS-Excel, and MS-Powerpoint
- Excellent planning and organizations skills in overseeing event, program and course planning and execution
- Attention to detail, confidentiality and the ability to manage multiple demands
- Excellent communication and interpersonal skills with a demonstrated ability to work in teams, with faculty, staff and students with tact and diplomacy.
Required Education:
- Completion of a Formal Post-Secondary/College Program of Two Academic Years
- Verification of Academic credentials may be required
Required Experience and Knowledge:
- Over 1 year and including 3 years
- Understanding of the organizational aspects of programs, courses, and events.
- Working knowledge of content management systems, learning management systems, student information systems.
How to Apply:
Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until March 27, 2024 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.
This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website https://ontariotechu.ca and which may be amended from time-to-time.
Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and Indigenous Peoples in Canada will be given priority.
Ontario Tech University respects people’s different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.
If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy
The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.
Job Location: Oshawa, Ontario, Canada
Expected Start Date: 4/8/2024
Expected End Date: 3/31/2025
Location:, ON
Closing Date: March 27, 2024
HOW TO APPLY
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