Program Assistant C - Jobs in Vancouver, BC

Job Description

Pclass # SS051Job SummaryThis position is responsible for providing program/course support, answering the phone; providing information and assistance; registering students; processing payments; word processing a variety of documents, forms and correspondence and maintaining department databases and files.Job Duties/Responsibilities

• Receives and responds to program related inquiries over the telephone, in writing, via e-mail and in person from key stakeholder groups. Screens calls, relays messages and provides information and assistance referring more complex or specialized queries to the appropriate personnel.

• Registers students into programs and courses, processes payments, records transactions and initiates refunds. May maintain and balance accounts on a daily basis.

• Confirms program arrangements with instructors; orders books and student materials; books rooms, videos and AV equipment; orders catering and obtains copyright permission. Monitors due dates and ensures materials, AV equipment, videos, etc. are returned on time.

• Word processes a variety of documents including correspondence, reports, forms, brochures and course materials.

• Creates and maintains Moodle sites for program, arranges instructor/student access and responds to student enquiries.

• Processes incoming and outgoing mail. Prepares, collates and coordinates large general mail-outs and frequent focused mailings. Prepares, maintains and updates mailing lists.

• Maintains data systems, records, files, etc., ensuring information is complete and up-to-date. Files hard copy records ensuring all information is stored accurately. Coordinates file maintenance activities.

• Assists in the preparation of departmental/instructor timesheets and Absentee Reports.

• Creates and maintains detailed class lists pertaining to enrollment, attendance, schedules and exams, etc.

• May mark exams by matching answers to a master sheet, prepare and mail appropriate pass/fail letter and Document of Completion as needed.

• Maintains and organizes textbooks, resource books, supplies and instructional materials.

• Reviews and recommends office methods and procedures to streamline for efficiency. Identifies operational problems and reports issues to appropriate personnel.

• Performs a variety of general office duties such as faxing and photocopying.

• Relieves and assists other Program Assistants as required.

• Performs other related duties as required.

QualificationsEducation and Experience

• Grade 12 including Grade 12 English, office skills, commercial and computer courses plus additional specialized training of up to and including 1 year and over 1 year related experience or an equivalent combination of training and/or experience may be substituted for the required qualifications.

Skills and Abilities

• Proven interpersonal skills with the ability to work both independently and collaboratively as a member of a team. Ability to establish and maintain effective working relationships with students, staff, faculty and the general public.
• Good organizational and time management skills with the ability to prioritize and manage several time-sensitive tasks at any given time. Ability to respond to changing priorities and function calmly under a heavy workload.
• Strong customer service skills with a proactive, problem-solving approach. Ability to respond with tact and diplomacy.
• Excellent oral and written English communication skills.
• Sound judgement within established guidelines.
• Demonstrated student-centered approach to work.
• Sound knowledge of modern office practices, business English and Mathematics.
• Computer experience with proficiency in MS Word, Excel, Moodle, Outlook and Student Information Systems (Banner preferred). Minimum 55 wpm.
• Attention to detail.

Additional Program Specific RequirementsBasic Education

• Knowledge of ABE programs and the Basic Education department is essential.

ESL – Professional and Career English

• Working knowledge of English as a Second Language at VCC and PACE programs.
• Familiarity with relevant student services (ie. Admissions, Assessment Centre, Financial Aid) and content and registration procedures of the ESL programs.

Salary Range - Prorated based on FTEPAYGRADE 18: $371.5504 – $430.9888 bi-weekly.Posting Detail InformationEmployment Group Support Staff (CUPE)Type of Position TemporaryEmployment Type Part TimeDepartment DENTAL TECHNOLOGY/DENTURISTPrimary Location - This position may require you to work at all VCC locations. DowntownIs this posting only for internal applicants NoDesired Start Date - May be subject to changePosition End Date - For Temporary Positions 03/31/2023Vacation Blackout DatesNumber of Hours per Week 8Work Schedule - Hours may vary according to the needs of the Department4 hours per day, 2 days per weekEligible for FortnightSpecial Instructions to ApplicantVancouver Community College is committed to maintaining a work force that represents the diverse community we serve and we encourage all qualified applicants.Posting Open Date 09/24/2022Posting Close Date 11/30/2022Is this a pooled posting NoQuick Apply

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