Program Assistant - Jobs in Kelowna, BC

Job Description

Position InformationPosition Number S00603Position Title Program AssistantDivision/Portfolio Okanagan School of BusinessDepartment/Program Portfolio Deans Office (P2)Location KelownaOther Flexible Work OptionsYour OpportunityUnder the general supervision of the Executive Assistant, Okanagan School of Business (OSB), provides reception, clerical support services and assistance to the Dean, Executive Secretary, Associate Deans, Instructors and other support staff for the portfolio programs to ensure effective and efficient operations and performs other related duties as required.Functions and Duties1. Provides reception, and clerical support services to the portfolio office by:

• Responding to inquiries regarding OSB programs and directing inquiries to the appropriate person or department;
• Taking messages and answering queries from instructors, students, other College personnel, and the general public in person or by telephone;
• Photocopying, faxing, emailing, processing and sorting all incoming and outgoing mail;
• Maintaining files, records, manuals, internal and external directories and other related documents;
• Maintaining phone distribution lists, updating Okanagan College People Directory for OSB Departments;
• Relaying messages to students;
• Placing long distance calls for faculty and instructors; and in coordination with IT Services organizes and tracks the long distance PIN codes;
• Monitoring and maintaining photocopiers and calls for service when necessary;
• Submitting various electronic requests to IT Services and complete related follow up;
• Purchasing supplies, obtaining quotes from suppliers for specialized products and maintaining inventories for faculty, instructors and staff at all centers;
• Verifying purchase orders upon receipt and informing Financial Services and Supply Management of any discrepancies;
• Processing expense claims, timesheets, travel requests, field trip requests, payment vouchers, and requests to invoice;
• Designing and typing forms and brochures for various programs, conferences and workshops;
• Coordinating and processing educational affiliation agreements such as transfer agreements and study abroad agreements by preparing cover letters and contracts and maintaining a renewal system between the School of Business and the College’s contract registry system;
• Preparing, transcribing, processing and distributing minutes for various department meetings;
• Maintaining and updating program information on college web pages.

2. Provide Instructional support services by:

• Typing exams, class handouts, correspondence, manuals and handbooks;
• Assisting with instructional staff evaluations by collaborating schedules with faculty, organizing evaluation packages, ordering and stocking evaluation supplies, administering questionnaires to students, and typing of comments and maintaining the electronic and hard copy evaluation filing and routing system;
• Checking and updating of class cancellations;
• In collaboration with the department chairs, updates course outline templates from Education Council revisions by coordinating final submissions, proof reading, formatting and posting on website.
• Coordinating and routing the Okanagan College Faculty Association professional development applications. Tracking fund allocations and reconciling expense claims between an internal tracking system and Finance;
• In coordination with Admissions and the Learning Centre provides information and assistance to Office Administration applicants who need to complete entrance testing. In consultation with instructors completes preadmissions assessments and forwards the results to Admissions;
• Creating and editing Remark software and scanning station templates;
• Scanning mid-term and final exam papers and producing reports using Remark software with professors having the final authority;
• Scanning vocational student evaluation papers and producing reports with Remark software.

3. Assists the Executive Assistant by:

• Arranging travel and accommodations for Administrators and student competition groups;
• Scheduling appointments and updating Administrators’ calendars;
• Planning and coordinating meetings and various portfolio events;
• Coordinating and creating final exam invigilation schedules for faculty members at the Kelowna campus;
• Coordinating and attending advisory council meetings and preparing and distributing agendas and minutes;
• In collaboration with IT Services allocates IT laptop and equipment inventory for part-time faculty and instructors and maintains an OSB record system;
• Compiling and analyzing data and formatting reports for the departments in both the program review and in the accreditation processes;
• Reviewing and tracking Vocational CD/PD requests and vacation requests by ensuring collective agreement requirements are met;
• Coordinating and maintaining a process for special purpose funded events including all aspects of both payables and receivables;
• Analyzing budget reports as required.

4. Performs other related duties as required.Education and ExperienceCompletion of Grade 12 or equivalent plus up to and including one year related post-secondary training (i.e. Office Administration). Over 1 year and up to and including 2 years related experience.Skills and Abilities

• Well developed interpersonal, written and oral communication skills.

• Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment.

• Excellent customer service skills with the ability to work in a very busy environment that has complex and sensitive situations and is able to handle sensitive issues with tact and diplomacy.

• Ability to prioritize, be adaptable and flexible while managing a high work volume and competing priorities to meet strict deadlines.

• Superior attention to detail and accuracy.

• Competent to take minutes for meetings.

• Demonstrated initiative and creative problem-solver.

• Competence and proficiency in the use of computer systems and software including Microsoft Office (Word, Excel, PowerPoint, Ironpoint Adobe Professional, Access and Outlook) and internet.

Preferred Qualifications

• Must be physically capable of completing bending, lifting, carrying and reaching related to setting up for events, presentations and general office needs.

Desired Start Date 01/23/2023Position End Date (if temporary)ScheduleMonday to Friday, 8:30 a.m. to 4:30 p.m. during the academic semester and 8:00 a.m. to 4:00 p.m. during the summer semester.Occasional morning and evening work required.Annual Salary/Hourly Rate $22.70 to $25.94Appointment Type Support - Regular Full-timeSpecial Instructions to ApplicantsEmployee Group SupportQuick Apply

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