Job Description
Programming Support Assistant
(Job Number: 247-23)
Department: Owen SoundCampus: Owen SoundClassification: Support StaffPosting Date: July 14, 2023Salary Range: $ 26.47 (start rate) - $ 30.69 (4-year rate)Hours Per Week: 40 hours per weekStatus: Full-Time
Reporting to the Operations Manager, Centre for Marine Training & Research, the incumbent will plan, organize and coordinate activity to promote the successful delivery of Continuing Education and Workforce Development (CEWD) courses and programs at the Marine Centre or at off campus locations as well as acting as a front-line resource for students and clients. Specific duties include, but are not limited to:
Supports program delivery for courses, seminars, workshops, customized training including;
- Provides customer service to all clients, students and faculty; handles concerns or complaints where possible or refers to the Director
- Verifies program information for Registrar’s Office and other departments
- Checks and ensures registration, course/program data is captured correctly and accurately
- Assists with creating and submitting new course code requests to scheduling
- Handles all logistics for program, course and service delivery including arranging facilities, coordinating and securing acquisition of texts, materials, etc.
- Provides Director with data needed in the decision-making process to determine if a class or workshop should proceed (eg. Low enrolment, class cancellation)
- Processes all required documentation including financial, HR and academic and any documentation required by Transport Canada.
Providing support for programs including;
- Preparing correspondence as required by the Manager or on behalf of the department
- Composes or drafts correspondence as required by the Director or on behalf of the department
- Utilizes registration system to support programs
- Distributes promotional materials
- Supports the recruitment of faculty and oversees the instructor evaluation process (distributes, collects and prepares results for the Director)
- Assists with the set up of new faculty in the use of Banner, Blackboard and secures resources (office space, accounts, telephone set-up, etc.)
- Prepares necessary payroll and human resources documentation for faculty
- Processes expenses and prepares purchase orders, bookstore requisitions and invoices
- Rehires returning faculty on behalf of the Director, following set criteria
- Has signing authority on non-salary accounts with set limits
- Provides administrative support for programs (copies course materials, prints orders, etc as required)
- Works collaboratively with Marketing and Events Specialist and the Director, and other CEWD staff to develop marketing materials as well as copy for annual PT Studies calendar and ensures accuracy of copy, including course details and fees
- Works collaboratively with Finance, Administration and Reporting Specialist on monitoring the budget
- Works collaboratively with other Specialists, Program Assistants and colleagues as required
QUALIFICATIONS:- Successfully completed a two-year postsecondary diploma / degree in a relevant field of study that may include, but is not limited to business, communications or marketing
- Three years of experience in an office environment providing front-line customer service and general office support
- Experience in a marine environment with knowledge of Transport Canada regulations, Temporary / Preliminary notifications (TP’s), and Mariner registration procedures
- Experience entering / maintaining data, and pulling reports from a computerized database (i.e. Student information system (Banner), Transport Canada Database, etc.)
- Computer skills and experience using the using the Microsoft Office Suite (Outlook, Word, Excel)
- Strong interpersonal and customer service skills with the ability to work effectively with a variety of stakeholders
- Demonstrated analytical, problem-solving skills with attention to detail
- Proven communication skills (written and oral)
- Proven ability to work independently as well as within a team environment
- Demonstrated organizational and time management skills with the ability to prioritize effectively in a fast-paced deadline driven environment juggling multiple projects to ensure timelines are met
- Ability to work non-traditional hours (weekends and evenings) during peak times
- Experience in a continuing education or training environment would be an asset
Georgian College supports diversity, equity and a workplace free from harassment and discrimination and is committed to an inclusive, barrier-free environment. We invite applications from all qualified candidates and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to persons of Indigenous ancestry, racialized persons, persons with disabilities, women and members of the 2SLGBTQ+ community. If you are contacted to participate in the interview, please advise the coordinator of any accommodations needed with respect to any materials or processes used to ensure you have access to a fair and equitable process.
Alternate formats will be provided upon request throughout the recruitment and selection process.
Georgian College has introduced FLEX Work for some positions. This position is currently eligible for Hybrid Work. FLEX Work agreements will be determined between the employee and manager when employment commences and may change in accordance with the FLEX Work guidelines. All employees are required to permanently reside in the province of Ontario.
Applications for this position must be received by 11:59 p.m. on July 20, 2023. While we thank all applicants, only those contacted for an interview will be acknowledged.
Apply
Go Back