Health and Social Development Program Assistant

Okanagan College • Kelowna, BC

9d • CA$52,343 - CA$59,732 • Onsite

About The Position

When you join Okanagan College, you’re joining a team that’s transforming lives and communities. Every course you create, every student you support and every connection you build, it all matters. Be a part of a vibrant campus community, where the work you do every day truly makes a difference.

Requirements

• Completion of Grade 12 or equivalent plus two years of related post-secondary training (e.g. Office Administration) is required.
• Minimum two year of related experience is required.
• Data entry, data base maintenance experience, and experience using HSPNet system.
• Excellent written and verbal communication skills, superior customer service skills and attention to detail.
• Excellent research skills with the ability to synthesize data/information and develop/deliver findings and recommendations.
• Excellent computer skills and proficiency with Microsoft Office.
• Ability to learn new skills as new activities are undertaken and changes in technology occur.
• Ability to generate and analyze reports and to resolve difficulties with computer input data and retrieval.
• Excellent organizational, administrative, and problem-solving skills.
• Ability to prioritize and manage a high work volume and competing priorities to meet deadlines.
• Ability to manage a multitude of diverse activities, simultaneously under inflexible and critical time constraints with limited supervision.
• Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment.
• Ability to maintain a high level of integrity, discretion, and confidentiality and to handle sensitive issues with tact and diplomacy.
• Ability to work with a diverse group of individuals and resolve conflicts in a positive manner.

Nice To Haves

• Banner (an asset) or other databases.
• Website design and maintenance would be an asset.
• Ability to design and update forms in various formats.

Responsibilities

• Coordinates and sets up student practicum placements using HSPNet and other systems.
• Enters all practicum requests and information into HSPNet to facilitate earlier placements.
• Liaises with facility managers and coordinators regarding possible units used for practicum placements.
• Establishes and maintains ongoing relationships with each clinical site throughout the Okanagan, Shuswap, and Thompson regions.
• Coordinates and schedules practicum experiences in a variety of settings.
• Coordinates regular communication with practicum sites to ensure streamlined planning for student practica.
• Coordinates communication with clinical instructors and department Chairs regarding placement status.
• Coordinates communication with other OC departments and other institutions doing practicum placements to ensure equitable placements of students in high demand areas and facilities.
• Coordinates and maintains current contact information for all sites.
• Tracks, maintains, renews or creates new Affiliation Agreements between Okanagan College and practicum facilities.
• Provides reception services and responding to inquiries pertaining to Health and Social Development programs, screening calls and re-directing inquiries to the appropriate person or persons.
• Picks up-drops off and sorts mail.
• Maintains files, records and manuals, internal and external directories.
• Relays messages to students.
• Provides support to the Program Advisory Committees by coordinating and attending meetings and preparing and distributing minutes.
• Coordinates and supports programs in the accreditation process.
• Attends Chair meetings to record and distribute minutes as required.
• Prepares supply orders.
• Processes vocational instructor expense claims and Professional Development applications; reviewing for completeness and compliance with the collective agreement, and administers the first round of approval; coordinates final committee approval for PD funding; processes subsequent expense reimbursement and tracks total department PD funding on behalf of Finance.
• Prepares, codes, and ensures accuracy of payment forms for invoices, expense claims, Visa statements, purchase orders, web requisitions, work requests, payment vouchers and service contracts.
• Provides budget support as necessary.
• Maintains/updates program information on the college website.
• Assists with student orientation, recruitment strategies and activities.
• Assists with the planning, coordination, implementation and tracking of all marketing strategies, promotional material, and activities of all program areas in the portfolio.
• Promotes the programs and services of the portfolio through the implementation of marketing plans, personal contact, media, and other types of marketing activities.
• Coordinates the distribution and tracking of Science & Technology laptops.
• Assists with formatting exams, course outlines, class hand-outs, correspondence, timetables, photocopying, faxing, typing and scanning materials as required.
• Coordinates with support staff at other campuses.
• Assists with the administration and coordination of Vocational evaluations.
• Types student reference letters, maintains files, processes reference requests from employers.
• Orders student name tags, photo ID cards, and graduation pins.
• Assists with the coordination and set up of instructor interviews.

Benefits

• Students first: Creating meaningful life-long educational opportunities of the highest quality for alumni, current, and future students is at the heart of everything we do.
• Community: We are one College. We enthusiastically embrace the opportunity to work with, learn from, and support everyone we encounter collaboratively and collegially.
• Respect: We welcome, embrace, and celebrate that which make us unique in creating an environment in which every individual is valued, affirming our commitment to human dignity for all.
• Courage: We are courageous in our actions in areas that contribute to positive change in our communities and beyond. We have the courage to be vulnerable. We are truthful, sincere, and act ethically with honesty and fairness.
• Relationships: We steward meaningful relationships built on a foundation of reciprocity. We are compassionate, empathic, and care for the holistic well-being of students, employees, community members, and the land.
• Distinction: We choose activities in which we can achieve excellence and positively impact society.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED