Administrative Assistant - KHS Academic Services - Jobs in Regina region

Job Description

Position SummaryPosition Summary:As part of the Faculty of Kinesiologyamp; Health Studies Business Operations team, this position will serve as a primary support and subject matter expert to the Teaching, Learningamp; Research programming team, and will provide back up support to non-credit Client Services, as required.Responsibilities:ReceptionProvide assistance with general reception duties in the KHS General Office for in person, phone, email and data based contacts for students, staff, faculty, coaches, internal and external clientsReceive, evaluate and respond to all incoming inquiries and requests as required for students, staff, faculty, coaches, internal and external clientsAdministrative SupportCollect course outlines, e-file and post to webArchiving of student (undergraduate and graduate) recordsBack up to the Administrative Assistant, as requiredUpdate and maintain positional information and procedural manualsPrepare, run, and/or distribute statistical reports and summaries, as requestedCompose general correspondenceBack up for file/appointment preparation (daily)Committee Support (Academic Planning and Program Committee, Scholarship)At the direction of the Academic Program Coordinator, prepare and circulate agenda and supporting materials and record and publish minutes of meetingScholarshipPrepare application summary/ eligibility summary for meetings as required (minimum 3 times per year) for academic (undergraduate and graduate) and athletic scholarships and awardsProvide data summary for most suitable recipient by way of annual stat sheet for awards where no application requiredMaintain accurate records for each scholarship, including process, recipient, Terms of Reference, communication to studentsProvide recommendations for improvement to TOR and processesReporting on Dean’s Honour List recipients to the Registrar’s Office and Dean’s Office each semesterPrepare recipient notification for Student Awards and Financial Aid following each meetingTransfer CreditReview post-secondary transcripts and prepare evaluation form based on courses already present on BannerCollect detailed syllabi for courses that have not been evaluated; disseminate to other faculties as required; compile potential KHS courses for reviewMaintain data record of transfer credit (ie. by student; status by course – who it was sent to and when)Assistance with articulation agreements as requiredGraduation and ConvocationMonitor and audit applications in advance of graduation process and update completion terms for each applicantInitial review of student degree audit and identification of possible issues in advance of file approvalUpdate application as required (review, withdrawal, rejected, etc)Preparation of graduation and lists for Executive of Council as requiredAttending convocation ceremony, preparation of required administrationInitial contact for graduation inquiries from studentsCommunication to students regarding deadlines and processes and initial student queriesCommunicate composite picture information and organize final composite with photographerCoordinate faculty involvement and photography requirements on convocation dayProcessing of Registrar’s Office formsAdjustment of Tuition and Adjustment of GradesGrade change formsLetters of PermissionTransfer credit formsPrimary back-up to Executive assistant for deferral of term work and/or final examsPosition RequirementsPosition Requirements:Graduation from Grade 12 supplemented by a recognized business course and three years related experienceFamiliarity with University registration procedures and Faculty of Kinesiology and Health Studies’ academic and non-credit programs, policies and procedures an assetMust be capable of working independently and as part of a teamEffective oral and written communication skills are required with the demonstrated ability to follow oral and written instructions accuratelyDemonstrated skill using Microsoft Office (Word, Excel, Power Point, Access)Knowledge of Banner and/or familiarly with enterprise information management systems is an assetAbility to organize and prioritize workload and meet deadlinesAbility to establish and maintain effective working relationships exercising a considerable degree of judgment and discretion regarding sensitive and confidential matters and materialsDemonstrated knowledge of cash management principles required including experience with cash registers, POS, and cash reconciliationDemonstrated ability to work effectively in a fast paced, high traffic environment