Mohawk College Looking for Program Support Officer at Stoney Creek, Ontario, Canada Full Time

Hours: Monday to Friday; 35 hours/week

Home Campus: Stoney Creek

Payband: E

Rate of Pay: $27.81

Posting Date: October 10th, 2023

Closing Date: October 16th, 2023 at 7:00pm EST

Please be advised that according to Full Time Support Staff Collective Agreement, Article 17.1, preference will be given to qualified employees within the Full Time Support Staff bargaining unit, Appendix D (in the role for 6 consecutive months) and RPT employees who have passed probation at Mohawk College. Should a suitable candidate not be found, external candidates will be considered.

We support and encourage the contributions of our diverse employees. Supported by a new strategic plan we are committed to nurturing an equitable, diverse and inclusive environment for everyone who learns and works at Mohawk. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

Program Support Officer

This position provides front-line administrative support to all programs and service courses within the Marshall School of Skilled Trades and Apprenticeship. The incumbent provides front line customer service support to students, faculty, support staff, advisory committee members, and general public inquiries.

The program support position provides all administrative support and coordination for the Marshall School Program Advisory Committees, third party testing processes including and not limited to (Technical Standards and Safety Authority (TSSA), Canadian Welding Bureau (CWB), Apprenticeship Exemption Testing (e.g., Asbestos testing), and Ministry of Labour, Immigration, Training and Skills Development (MLITSD) Certificate of Qualification (C of Q) on-site exams. The incumbent coordinates with internal departments, external organizations, and testing participant to facilitate on site testing.

The incumbent also provides administrative support for Marshall School events and activities including Open House, partnership events, student, apprenticeship, graduate and employer, high school and elementary school events.

Responsibilities

Provides Administrative support to academic areas within the Marshall School of Skilled Trades and Apprenticeship.

Customer Service

• Provide information and general advice to students, support staff and faculty regarding college procedures, office procedures, exemptions, appeals, academic dates and referring to services offered through Mohawk College (i.e., Counselling / ALS / HR / Payroll etc.).
• Provides course outlines requested by former students or other institutions through electronic mail and in person, as requested.
• Liaises between faculty and students, providing front line service in order to handle inquiries from students.
• Answer and forward departmental emails including but not limited to credit transfer emails.
• Arranges guest parking, meeting rooms, travel etc. for department staff.

Testing support and coordination

• Responsible for coordinating third party testing processes with Mohawk Testing Centre including and not limited to (Technical Standards and Safety Authority (TSSA), Canadian Welding Bureau (CWB), Apprenticeship Exemption Testing (e.g., Asbestos testing) and Ministry of Labour, Immigration, Training and Skills Development (MLITSD) Certificate of Qualification (C of Q) on-site exams.
• Provide and update communication related to testing dates, registration processes, payments.
• Coordinate with faculty to provide classroom presentations to students related to testing processes, key dates, and documentation requirements.
• Coordinate with third party testing parties to facilitate all and any required processes, exam drop off and pick up as needed.
• Develops annual testing schedule and communication plan.
• Validates and provides student academic information as per college and testing policies to meet testing eligibility requirements.
• Liaison between the testing centre and TSSA for any testing discrepancies (missing tests, refunds). Assist with TSSA testing sessions (particularly if there are any issues discovered at the beginning of session such as wrong test was delivered or booked).
• Assist with academic and faculty support related to accommodated and missed/makeup testing.

Academic Support

• Organizes, prepares and revises academic related information for distribution.
• Assists faculty with departmental textbook orders, custom courseware and obtaining desk copies from publishers.
• Produces and edits manuals for the department under direction of supervisor.
• Invigilator organization – gather invigilator requirements for department.
• Process any supplemental department offerings/certificates.
• Assist students with registering and adding/dropping courses within the first 10 days of each semester.
• Prepare program specific certificates/letters (outside of program credential).
• Provide administrative support for college and departmental events such as Program orientation, Destination College, Open House etc.
• Organizes all aspects of program advisory committee, including taking and distributing of minutes where required and related correspondence, and updating membership lists.
• Reviews website to ensure content is current – recommends new changes and updates website in a timely manner or escalates to Marketing to be updated.
• Provides assistance with calendar pages, program pages, marketing materials, coordinating updates and reviewing for accuracy.
• Assists faculty with activities associated with start-up each semester.
• Maintain department LMS pages to share program related information with students such as volunteer opportunities, job opportunities and campus workshops.

General Office Duties

• Orders and ensure stock of office supplies for all staff maintaining appropriate levels of office supplies and ensuring all equipment is in working order.
• Liaison for all printing and marketing requests including business cards, name tags an academic related printing.
• Troubleshoots and arranges for maintenance and installation of departmental office equipment and photocopiers as well as orders and maintains paper and toner.
• Assists with CSEP applications, resumes and follow up paperwork.

Qualifications

Perform other related duties as assigned

The Successful Candidate Will Have

• A minimum of 2-year post-secondary diploma in Business/Office Administration, or related field; equivalent combination of education and experience.
• Three years of practical and related experience in an educational environment where there is a strong emphasis on interpersonal skills and customer service, preferably in a post-secondary setting.
• Knowledge of Microsoft office products is essential, including Access, Word, Excel, PowerPoint, Project. Familiarity with Mohawk College programs is desirable, including: MyMohawk, Fast Suite, Banner.
• Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively inter-culturally with diverse groups of students, employees and the community.

Mohawk College prioritizes recruiting and retaining diverse employees. With this in mind, the College is committed to fostering inclusive and barrier-free recruitment and selection processes.

Should you require accommodation through any stage of the recruitment process, please contact the Human Resources Department at (905) 575 – 2047.

Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

For more information concerning the Mohawk College strategic plan, please see: strategicplan.mohawkcollege.ca/