Program Assistant I, EDSW - (00531.8)

Provides a wide range of administrative support for the Faculty of Education and Social Work and its departments and students.

MAJOR DUTIES & RESPONSIBILITIES

1. Provides administrative support by organizing and coordinating workflow, determining priorities and problem solving in order to meet the needs and requirements of assigned area; resolves day-to-day issues, handles sensitive and confidential material.
2. Performs administrative duties which include word processing a variety of documents such as correspondence, web pages, contracts, surveys, evaluation reports, exams and schedules, and hiring memos. 
3. Provides receptionist services and handles all Program and Faculty related inquiries.  Collects, sorts and distributes mail and may open mail for designated departments.
4. Sets up and maintains all filing systems, records and office supplies inventory; maintains, troubleshoots and reports malfunctioning office equipment.
5. Liaises with internal and external contacts regarding program requirements.
6. Informs and advises both incoming and ongoing students of any missing documentation.  Manages and enters student data, and files and generates reports.
7. Assesses student transcripts for program requirements: assesses and monitors student's records and notifies the Chair/Program Coordinator of any deficiencies associated with promotion and graduation.
8. Prepares and maintains mail out materials.
9. Arranges meetings, locates and assembles background information, books physical facilities and equipment for meetings, and takes and distributes meeting minutes; assists in arranging department events. 
10. Assists with student admission and intake processes.

REPORTS TO
Manager of Operations, Faculty of Education and Social Work

EDUCATION:

• Grade 12, plus six months' post-secondary courses including all Microsoft Office programs or equivalent

EXPERIENCE:

• Three years related experience, including one year experience and proven competence with electronic data entry and word processing, and use of Microsoft Office programs

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Ability to perform electronic word processing at 60 wpm and data entry
• Knowledge of data bases such as Argos and Banner
• The proven ability to take and transcribe minutes and correspondence at 70 verbal wpm
• 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 learn a variety of new software to process, track and run reports

WORKING CONDITIONS

• Sitting at a desk and computer for periods of time
• General office conditions 
• Ability to lift weights up to 10 kg