Program Assistant

Job Description

GENERAL STATEMENT
With minimal supervision, provides operational and administrative support to the Professional Studies & Industry Training (ProSit) department, performing a variety of tasks and special projects to register students, support courses, programs, projects and other revenue generating activities. A thorough knowledge of department goals and objectives, policies and procedures is essential. Works with sensitive and confidential information. May require working evenings and weekends.

TYPICAL DUTIES
• Using a student-centered focus, advises and registers students for ProSit courses by various methods such as phone, in person, mail, email;
• Collects and processes student payments, tuition fees, and course refunds, for ProSit registrations via credit card in accordance with ProSit policies;
• Responds to customer feedback, and resolves issues using problem-solving techniques, in a sensitive and timely fashion ;
• Assists the Program Coordinators and other personnel in the marketing and implementation of continuing education and contract training courses, programs and projects. This includes developing, updating and maintaining promotional material, advertisements, and information bulletins, monitoring and/or maintaining data bases of client and interest lists, and organizing and participating in information sessions, open houses and career fairs;
• Provides consultation for potential and current students and clients regarding course requirements, timetabling, prerequisites, ensuring they have all requirements and information needed to make informed decisions;
• Participates in the development, revision and proofreading of the continuing education calendar information for the department. This includes gathering and disseminating information, ensuring accuracy and consistency. It involves liaison with members of the department and other departments in the college;
• Ensures the dissemination of relevant information to appropriate department/college personnel regarding courses, programs, and projects;
• Assists Program Coordinators in the preparation of timetables and class schedules, including coordinating usage of classrooms, specialty shops and labs which involves liaison with other departments and Data Management;
• By phone, in-person, mail and/or by email, coordinates and disseminates a variety of information such as current and accurate course, program and project information, promotional materials, course packages and materials,
• Facilitates, organizes, and supports special events such as information sessions, education/career fairs, cross-school events, and graduation/awards ceremonies as well as other large, multi-task projects;
• In a Chair or Program Leader’s absence, uses initiative and judgment to ensure that matters requiring immediate attention are resolved or referred to the appropriate authority and handled in an efficient manner;
• Posts, edits, and maintains program data to applicable department/internal websites and updates or ensures updates are provided to the applicable department for the college web as required;
• Compiles data, produces statistics and generate reports regarding student enrollment and tuition projections as required;
• Maintains up-to-date knowledge and understanding of all registration, program requirements, policies and procedures for ProSit;
• Maintains the integrity, security, accuracy, consistency and confidentiality of student records under the Freedom of Information and Protection of Privacy Act;
• Assists with entering ProSit instructors payroll data;
• Assists in the orientation of ProSit instructors and assists in the data collection for ProSit instructor evaluations;
• Participates on appropriate college, school and departmental committees as requested;
• May require the coordination of distance learning course registrations;
• May work with other personnel in the ordering of texts and course supplies which may also involve liaison with various college departments and personnel;
• Performs a variety of clerical duties as required;
• Performs other related duties similar in scope and complexity. Qualifications An appropriate diploma, such as Business Administration or a diploma specific to this discipline and four years relevant experience in a technical or post-secondary environment or an equivalent combination of education and experience.
• Excellent organizational and communication skills with a demonstrated ability to relate well, and work effectively with the general public, students, faculty and the College community.
• Ability to perform well under pressure, meet deadlines, and recognize changing priorities.
• Demonstrated exceptional administrative support skills including the ability to work independently, deal effectively with non-routine matters and coordinate various activities, take responsibility, display initiative, problem solve, and make independent decisions.
• Proven customer service skills with an understanding of customer service theory and principles;
• Advanced knowledge of spreadsheets, databases, and word processing software applications currently in use, and web based applications, in a networked computer environment. Supporting Truth & Reconciliation Commission's Recommendations Capabilities The core capabilities are required for all positions at the college.
Focus on Students and Their Success (Core)
• We all have a role to play in promoting and supporting students – directly or indirectly – contributing to their success, education and transition as they build their path to the future.
Cultural Alignment (Core)
• Inclusion and respect align with Camosun’s traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.
Fostering and Nurturing Relationships (Core)
• Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.