Advising and Administrative Support Assistant, Faculty of Arts (00574.1)

Provides instruction on admissions and registration processes and course selection guidance to current and prospective students as well as range of confidential administrative and clerical support services and program assistance. Supports scheduling document management and general operations within the Advising Centre and other areas of the Faculty of Arts. Provides support for a variety of Faculty of Arts events.

MAJOR DUTIES & RESPONSIBILITIES

1. Acts as the first point of contact for students and faculty by receiving and screening visitors responding to calls and emails providing information and general assistance directing individuals to appropriate areas and supporting students as they navigate TRU and the Faculty of Arts.
2. Provides general advising and course selection guidance students and develops materials to support new student advising.
3. Provides advice and support for developing processes for application registration and time-tabling.
4. Identifies students who are at risk either academically or personally and provides support to connect with an Advisor and or Student Services.
5. Responds to a variety of internal requests from faculty and administration for consultation regarding new programs courses and institutional policies.
6. Tracks and handles online and in person appointment scheduling and books general meetings for advising staff.
7. Gathers statistical information and produces basic reports spreadsheets and charts.
8. Assists with the development and assembly of background material for meetings.
9. Develops promotes and conducts orientation and workshop presentations both in person and through web-based technology for student events.
10. Organizes attends planning meetings and provides hands-on assistance with special events for students including Orientation and Open House as well as a variety of student events on campus sponsored by Arts and the Future Students Office
11. Provides curriculum and administrative support including data entry into Curricunet and assistance with program/course review
12. Provides support with faculty orientation and basic troubleshooting for software such as Moodle Curricunet Argos and FAST
13. Maintains filing systems inventory supplies and assists with office equipment
14. Assists with exam scheduling course outlines mail distribution and general office procedures

REPORTS TO
As designated

EDUCATION:

• Four-year Baccalaureate degree from a recognized University

EXPERIENCE:

• Two (2) years related work experience within a post-secondary institution or related educational environment that includes experiences such as educational program planning advising counselling or curriculum policy review

SKILLS KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Ability to communicate effectively with culturally-diverse audience both verbally and in writing including strong interviewing listening and interpreting skills
• Ability to deal with staff students colleagues and the general public with courtesy discretion and tact; ability to deal with difficult situations appropriately
• Ability to work proficiently with a wide range of software and systems including Microsoft Office web content management tools student information systems relational databases and platforms such as Curricunet Argos Banner and SharePoint
• Effective research analytical problem-solving and planning skills
• Ability to work independently as well as part of a team
• Ability to prepare and deliver oral presentations
• Ability to perform electronic word processing at 45 wpm and data entry
• Ability to operate related equipment such as photocopiers fax machines and scanners
• Ability to prioritize and handle conflicting priorities
• Ability to manage student files and records and maintain confidentiality on all matters

WORKING CONDITIONS

• Sitting at desk and computer for periods of time; regular student contact
• Some off campus travel
• General office conditions
• Set up of computer/audio visual equipment and tables and chairs at off-site locations (on an infrequent basis)
• Occasional lifting loads in excess of 20 kg