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Department:
Administrative Services (Perth) (Tara Lee Ferguson)
Position Type:
Full-Time Support
Salary Range:
$28.56-$33.11-Hourly
Scheduled Weekly Hours:
36.25
Anticipated Start Date:
December 05, 2022
Length of Contract:
Posting Information
Posting Closing Date:
November 2, 2022
Please note: jobs are posted until 12:01 am on the job closing date.
Job Description:
***Please note that applicants must submit their application by the evening before the closing date mentioned above. The posting closes at 12:01am on the morning of the closing date***
Reporting to the Manager, Administrative Services, the Academic Support Officer contributes to the effectiveness of the Perth Campus through the provision of superior customer-oriented administrative and planning support to students, faculty, staff and management.
Duties and Responsibilities:
Administrative Support for Management Team
Fills the role of being the main contact between the office of the Vice-President, Academic and the Perth Campus Dean
Creates distribution lists of faculty and staff each term for campus-wide communications
Communicates important notices to faculty and staff through email and other media, as required, on behalf of the Dean, Chair, and Manager
Provides meeting and committee support by organizing and implementing a variety of meetings for the campus management team (e.g. Program Advisory Committees, Program Council, etc.)
Coordinates meetings (schedules meeting, books room/schedules virtual meeting, sets and distributes agenda, produces and distributes minutes
Contacts PAC members regarding continuation and new membership, and maintains the Advisory Committee Management System (ACMS)
Gathers input from departments to prepare school-level reports such as the annual Program Advisory Committee report, the Board of Governors Management Report, etc. on behalf of the Dean and Academic Chair
Organizes travel details for Dean and Chair, as needed.
Administrative Support for Students
First point of contact for all student and visitor inquiries: in-person, phone, email
Communicates important notices to students through a wide variety of communications and media (Brightspace, email, posters, PowerPoint, etc.)
Promotes Student Accommodations, by communicating with landlords, entering rental information on accommodation list and communicating service to applicants
Coordinates with Campus Services regarding parking, lockers, and photo ID
Coordinates logistical arrangements for AC Hub activities and promotions
Fills the role of being the main point of contact between students and Connections bookstore
Liaison between students and student services (i.e. Nurse, Counseling, CAL, SSS)
Responds to general inquiries regarding financial assistance i.e. OSAP, bursaries etc.
Administrative Support for Operations
Responds to a variety of inquiries and directs, and/or provides information to clients
Manages campus tour requests through online booking system
Reviews, sorts and distributes incoming/outgoing mail
Reviews Perth Campus website and brings forward items requiring updating, new information to be posted, etc.
Responsible for ordering mail supplies
Provides functional assistance with shipping and receiving requests (i.e. signs for documents and packages, ensures shipments are picked up and reports any issues
Monitors postage machine usage and reports when meter requires additional postage
Assists with room reservations and bookings of the boardroom, classrooms and labs
Monitors and updates Perth Campus TV in all common areas
Assists with promotion and processing of sale of campus items, i.e. student-built projects
Recommends process improvement solutions to departments, co-workers and Management, as required
Receives student and public complaints; provides information and problem solves; if resolution is not found then directs to appropriate person
Bookstore Operations
Coordinates with faculty to compile textbook requirements for all Perth Campus programs each semester
Processes textbook requests in a timely fashion
Enters textbook Adoptions (orders) into the Online Course Adoption system (OCA)
Provides Bookstore Buyer Assistant with completed textbook and tool kit orders
Receives textbook “click and collect” shipments and reviews for accuracy and processes orders; contacts students and resolves issues, as needed
Liaises with Bookstore on a continual basis to monitor order statuses
Produces program textbook lists for students each Fall
Provides finance with a yearly inventory report
Processes returns as needed
Responsible for processing and organizing textbook sales
Event and Session Planning
Welcome Day, General Campus Orientation and other (plans, coordinates and organizes throughout the academic year with multiple intakes)
Provides support to Ottawa Marketing department for Campus Open House logistics, invitations and setup
Produces and sends invitations, letters, advertisements, presentations, and programs
Distributes new student information (i.e. info on parking, textbooks, lockers, etc.) to students electronically
Recruits and coordinates all non-faculty staff volunteers
Coordinates set-up, refreshments, room bookings
Provides on-site/virtual leadership for all aspects during the event
Connects with College departments to book a variety of student sessions on campus or virtual (i.e. Connections, College webinars); acts as Perth representative
Peer Tutoring Coordination
Promotes service through a wide variety of communications (Brightspace, email, posters, etc.)
Interviews clients to assess tutoring needs and determines a suitable tutor(s)
Reviews Tutee applications and assesses clients tutoring requirements
Assesses peer tutoring applications and verifies suitability for becoming a peer tutor
Advises clients of available tutoring services available
Books appointments for Tutees and notifying Tutors of appointments by email; utilizes online booking system
Tracks tutoring appointments by maintaining accurate database
Responsible for advising all new Peer Tutors of the peer tutoring process
Collects and processes tutoring fee payments
Compiles data and statistical information and reports for both the Chair and Student Success Specialist
Liaises with faculty to help recruit student tutors each semester
Administers the tutor/tutee database
Registrar’s Office/Admissions:
Responds to admission and registration inquiries from prospective students, parents, internal departments and outside agencies in the absence of the Senior Officer, Financial Aid and Enrolment
Directs clients to proper resources or destination internal/external to the College
Participates in email and phone campaigns to returning or accepted/confirmed students
Collects and processes payments on GeneSIS/debit Machine for tuition fees
Completes Station Daily Reconciliation Report (SARS Reports), settlement, and bank deposit for all daily transactions; is the main contact with security pick up company (i.e. Garda World)
Processes transcript requests
Releases information in compliance with requirements of the Information and Privacy Act
Program Support – Continuing Education:
Analyzes data required for preparation and implementation of Continuing Education course loading by:
planning and implementing schedule to ensure deadlines are met;
requesting and gathering information pertaining to course, and faculty constraints to ensure loading is accurate;
Prepares and inputs, on GeneSIS, course loading for Continuing Education course
Forwards cost codes and new course information to the Vice President – Academic Office for approval
Produces timetables in GeneSIS for all Continuing Education activities
Liaises with course instructors to transfer course information i.e. class lists, weekly
network login, etc.
Assists with promoting each course through website, liaison with industry, and by emailing key contacts
Organizes registration for Continuing Education courses
Responds to Continuing Education registration inquiries from the community and students;
Collects and processes fee payments for students;
Processes in person, telephone, fax & mailed Continuing Education registrations; Reviews and analyzes student records following each transaction to ensure accuracy;
Responsible for the disbursement, deadline enforcement, tracking, and inputting of all Continuing Education Grade Reporting Forms
Processes client-initiated withdrawals, refund requests when eligible. Informs students concerning financial and academic consequences of withdrawing.
Communicates room booking needs to Manager, Administrative Services in order for accurate campus opening/closing arrangements
Brings forward items to address in each CE course: required instructional supplies, textbooks, scheduling, student inquiries, and liaison with instructor and Academic Chair
Additional Responsibilities
Additional duties as assigned
Required Qualifications:
2-year diploma in Office Administration, Business Administration, or equivalent;
Minimum three years of administrative experience;
Must possess relevant experience in a high-pressure client centred environment;
Superior client service skills, in both written and verbal form;
Strong planning and time management skills;
Must possess excellent interpersonal skills;
Able to demonstrate strong analytical and problem-solving skills;
Must have well-developed verbal and writing skills to effectively communicate with staff and coworkers;
Knowledge of the Perth Campus services and programs would be beneficial.
- Vacancy is for P18917
- This position is paid at Payband F
This position requires regular work at Algonquin College’s Perth Campus.
This position is subject to the terms of the Support Staff Collective Agreement: https://www.algonquincollege.com/hr/files/2019/04/2018-2022_college_support_ft.pdf
Algonquin College values diversity and is an equal opportunity employer. We offer an inclusive work environment and encourage applications from all qualified individuals. If you require accommodation during the recruitment process please contact the Human Resources department at [email protected]. While we thank all those who apply, only those to be interviewed will be contacted.
