Conestoga College Looking for Program Assistant, Continuing Education & Part-time Studies at Kitchener, Ontario, Canada Full Time

• Job Title: Program Assistant, Continuing Education & Part-time Studies
• Requisition #: 23-903
• Campus: Doon
• Department: School of Business – Continuing Education & Part-time Studies
• Payband: F
• Starting Rate: $30.00
• Payband Range: $30.00 – $34.77
• Hours/Week: 35
• Posting Date: Wednesday, September 13, 2023
• Closing Date: Sunday, October 1, 2023 at 11:59 PM EST
• Vacancy Type: Support Staff – Full-time
• Description:

Support Staff Full-time Replacement Position

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

The Program Assistant provides a variety of complex, time-sensitive administrative support for program deliveries associated with the School of Business – Continuing Education & Part-time Studies, at multiple campuses. The incumbent provides high-quality, confidential customer service to internal and external stakeholders (faculty, prospective students, students, service providers, employers, professional associations, accreditation bodies, consortiums, program advisory committees in person, over the phone, and online). The incumbent will participate in outreach and marketing including social media activities to promote programs, micro-credentials, and certifications for the department.

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with two days on-site, and three days remote each week. Hours of work are Monday to Friday, 9:00am – 4:30pm with occasional evenings/weekends. One day per week (specific day to be determined) to be scheduled 11:30am – 7:00pm from September – mid-June.

Responsibilities

• As the first point of contact, independently manage a wide variety of interventions with students and faculty ranging from the status of marks to eligibility for courses, micro-credentials, and programs
• Coordinate three semester start-up cycles per year which involve setting annual and semester-based delivery dates, times, locations, ordering student supplies/textbooks/learning packages, booking rooms/labs
• Respond to faculty requests regarding textbooks, course outlines, classrooms/facilities, student issues, college policies and practices regarding exams, accessibility services, AODA compliance, and make-up testing
• Communicate with faculty/students on schedule changes/logistics as necessary and monitor contracts, outstanding invoices, and other documentation
• Assist students with the navigation of program and micro-credential delivery schedules and processing requests for exemptions and/or equivalencies
• Communicate with the Credit Transfer Office to ensure accurate information and documentation is being shared regarding student exemption requests
• Accurately enter, update, and maintain a wide range of curriculum and student data on Conestoga’s Student Information System (SIS)
• Coordinate interview schedules for the recruitment of new faculty, teaching offers, create teaching assignment contracts, and facilitate new faculty orientation sessions
• Organize logistical support for program, course, micro-credential, and workshop offerings by liaising with publishers, bookstore, and faculty to ensure current and appropriate editions are utilized
• Ensure revisions to course materials are completed to meet printing and delivery deadlines
• Confirm and order sufficient textbooks and instructional supplies through the bookstore and other sources, monitoring and ensuring adequate inventory
• Ensure course outlines contain accurate, up-to-date information, and provide curriculum clerks with the information required
• Coordinate the assignment of faculty to update course outlines and instructional plans
• Provide technical support for basic troubleshooting for faculty related to eConestoga employee portal, time reporting, AODA, and copyright compliance standards
• Perform administrative tasks associated with, Program Advisory Committees (PAC), Major Program Reviews (MPR), and Annual Program Reflections (APR)
• Compile data, reports, environmental scans, surveys, and program information for quality assurance processes, including APRs and MPRs
• Compose meeting minutes and prepare meeting materials such as agendas, presentations, packages, surveys, and research
• Facilitate orientation sessions for new continuing education students and promotional presentations for prospective students
• Prepare correspondence, reports, program handbooks, and review and distribute evaluations in accordance with college policies and procedures
• Prepare accurate annual and biannual budget reports for actual and projected costs/revenue using MS Excel and customized systems

Qualifications

• Two-year Diploma in Office Administration, Business, Adult Education or Human Resources
• Three years of experience in a fast-paced revenue generating department, preferably in a post-secondary education environment
• Experience in continuing education, part-time studies, or student service departments is preferred
• High level of computer literacy and experience with databases, web-based systems, learning management systems (LMS), social media applications, and MS Office 365
• Ability to communicate effectively and respond with tact and diplomacy to students, faculty, support staff, and external stakeholders
• Knowledge of Conestoga program offerings and related consortiums and professional associations
• Demonstrated sales, marketing, and outreach abilities
• High level of accuracy and attention to detail
• Ability to work independently using initiative to organize workload, meet multiple and simultaneous deadlines, and deal with changing priorities
• Ability to gather data, compile information, and prepare a wide variety of reports and documents
• Ability to use judgement to solve problems on a daily basis, including dealing with difficult and demanding individuals

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Conestoga College is a leader in polytechnic education. Our career-focused education, training, and applied research programs prepare students for success, support industry, and workforce needs and promote economic prosperity throughout our region and across Ontario.

We thank all applicants but only those selected for an interview will be contacted. Conestoga College is committed to workplace diversity and provides accommodations to applicants with disabilities throughout the hiring process. If you require accommodation, please contact Human Resources via the Contact page.