Program Assistant II, Faculty of Education and Social Work

at  Thompson Rivers University

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

• 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 program’s 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.