Programs Assistant, Continuing Studies

at  Emily Carr University of Art Design

REQUIRED QUALIFICATIONS

• Bachelor’s degree in education or related field focused on art, design, or media.
• Minimum one year experience in an office setting, preferably in a post-secondary environment.
• Or an equivalent combination of education and experience.
• Demonstrated interest and commitment to learning and to the goals of higher education and continuing studies.
• Knowledge of creative industries and trends is an asset.
• Experience working effectively and collaboratively in teams.
• Excellent office administration skills with considerable knowledge of office procedures and systems.
• Excellent knowledge of M365 and Microsoft Office applications, student records database systems (preferably Colleague), including proven skills in creating complex spreadsheets.
• Ability to research, collect data, compile, and analyze information to inform program delivery and initiatives.
• Demonstrates sound judgement and adherence to confidentiality guidelines.
• Ability to work independently, prioritizing tasks and managing high demands.
• Ability to handle continuous workflow and follow procedures with minimum supervision.
• Ability to communicate effectively with students, staff, instructors, and the public.
• Excellent verbal and written communication skills
• Ability to complete tasks with high accuracy and attention to detail.
• Excellent ability to adapt and respond to dynamic work environment.

• Tracks, monitors, and processes certificate student progress and completion; receives and processes related requests.
• Research and compile information for program planning as requested by CS leadership.
• Research and compile information on teaching and learning methods and resources, including online learning strategies.
• Updates and formats program information and policy documents, including website and material list updates.
• Supports program staff by scheduling meetings, events, and information sessions.
• Monitors course schedules in the term planning process and assists with course notifications to students and instructors as needed.
• In consultation with CS Leadership, responds to program-related inquiries from students, instructors, and the public.
• In collaboration with the Communications and Marketing department, tracks the marketing calendar and facilitates delivery of program information and promotion through various channels to ensure timely and effective communication.
• Administers, receives, tracks, formats, and prepares summary of student course evaluations for reporting.
• Supports instructors with course grade entry and inputs course grades into Colleague for Continuing Studies programs.
• Tracks the receipt of student grades, maintains accurate filing of grades, alerting CS leadership of any concerns in the grade submissions.
• Prepares and sends program-related letters and forms to CS students, including admissions and completion letters.
• Formats course outlines, and class lists for distribution to instructors each term.
• Assists coordinators with instructor communications regarding course planning and preparation, cancellations, and other related issues.
• Maintains communication modes with Continuing Studies instructors such as the Instructor Portal and Newsletters.
• Updates and supports communication with Continuing Studies alumni.
• Performs other related duties as required.