Program Assistant I, 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

Dean, 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