Program Assistant, Science

Provides a wide range of administrative support, including secretarial services, for Science, the department and its students.

MAJOR DUTIES & RESPONSIBILITIES

• 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.
• Performs secretarial duties which include word processing a variety of documents such as correspondence, web pages, contracts, surveys, evaluation reports, exams and schedules, hiring memos; including taking of minutes.
• Provides receptionist services and handles all Program and Faculty related inquiries. Collects, sorts and distributes mail and may open mail for designated department.
• Sets up and maintains all filing systems, records and office supplies inventory; maintains, troubleshoots and reports malfunctioning office equipment.
• Liaises with internal and external contacts regarding program requirements.
• Informs and advises both incoming and ongoing students of any missing documentation. Manage and enter student data, and file and generate reports.
• 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.
• Prepares and maintains mail out learning manuals/learning guides/exams/ Information Guide/admissions packages.
• May arrange meetings, locate and assemble background information, book physical facilities and equipment for meetings and may assist in arranging events.

REPORTS TO

Manager of Operations, Faculty of Science

QUALIFICATIONS

EDUCATION:

• Grade 12, plus six months' post-secondary courses including Advanced Word, Intermediate Excel or equivalent

EXPERIENCE:

• Four years related experience, including one year experience and proven competence with word processing and electronic data entry into data bases

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 HSPnet, 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