Program Assistant II, Faculty of Education and Social Work - (00258.64)
Program Assistant II, Faculty of Education and Social Work - (00258.64)
Posted on :
15-06-2025
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1 Vacancy
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Job Description
Description
Requirements
Provides a wide range of administrative support for designated area.
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.
- Designs implements and monitors common/consistent systems and processes for increased efficiencies.
- Provides administrative and logistical support to program faculty in complying with the requirements of external regulating bodies
- Administers filing systems (paper and/or electronic) for student and other records while maintaining confidentiality and adhering to the TRU data retention policy.
- Receives and directs student enquiries regarding program and degree requirements.
- 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).
- Sets up and manages office supplies inventory.
- Performs administrative duties which include word processing a variety of documents such as correspondence contracts evaluation summaries and exams.
- Designs modifies and maintains electronic and printable information for students/faculty/staff. Prepares and manages mail-outs (paper and/or electronic).
- 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.
- Assists with preparation and distribution of meeting agendas takes and distributes meeting minutes.
- Books and sets up audio and video conferences and other technology for meetings within designated program. Troubleshoots as needed.
- 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).
- Manages the Field Education Database. Evaluates and tracks practica and field data. Sets up and maintains records and creates reports.
- Tracks reviews and ensures completeness of students field applications using Intern Placement Tracking (IPT) system. Tracks and manages Partnership Placement Agreements (PPA).
- Collects and monitors course outline submissions from faculty in designated program. Assists with follow-up on compliance.
- Ensures compliance with various institutional approval processes (e.g. thesis directed studies etc.) and obtains signatures in designated programs.
- Assists with processing expenses and maintaining financial records including generating web requisitions.
- Designs and maintains designated programs SharePoint (for staff/faculty) and Moodle sites (for students) and other platforms.
- Assists with documentation and spreadsheets for admissions process for designated programs.
- Supports the chair in the faculty hiring process in designated programs.
REPORTS TO
Academic and Administrative Coordinator
Requirements
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
Employment Type
Full-Time
Key Skills
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