Program Assistant

ontariotechu•Oshawa, ON

3d•Onsite

About The Position

The purpose of the Program Assistant is to provide administrative and clerical support for a portfolio of programs and courses within the Continuous Learning unit. The Program Assistant is integral in ensuring services are offered efficiently and effectively. This position works alongside a team of Program Assistants, an Administrative Assistant, an Instructional Support Coordinator, a Business Development and Marketing Manager, the Director of Continuous Learning, and the Budget Officer, as well as a Work Study student (when relevant) and others.

Requirements

Self-motivated and proactive, adapts to change with ease, works well with others, and takes responsibility for outcomes
A high-proficiency in MS-Word, MS-Outlook, MS-Excel, and MS-Powerpoint
Excellent planning and organization skills in overseeing event, program and course planning and execution
Attention to detail, confidentiality and the ability to manage multiple demands
Excellent communication and interpersonal skills with a demonstrated ability to work in teams, with faculty, staff and students with tact and diplomacy.
Over 1 year and including 3 years of experience
Understanding of the organizational aspects of programs, courses, and events
Working knowledge of content management systems, learning management systems, student information systems

Responsibilities

Responsible for coordinating all day-to-day facets of assigned Continuous Learning programs/courses, including communication with learners, supporting documents, website updates, transcript review, applications, processing invoices, instructor/facilitator/skills coach contracts and communications, instructor payments, attendance, achievement, form development, signage, etc.
Update, analyze and audit the registration database to ensure records are up to date for fee processing (credit card, invoicing, cheque), course history, material, attendance, and certificates
Liaise with the Communications and Marketing department and the Continuous Learning Administrative Assistant to request needs such as program website updates (fees, programs, dates, etc.). This might involve double-checking accuracy across multiple systems and, when required, requesting marketing support for program materials such as the creation of flyers, signage, etc.
Compiles and stores information related to all programs, courses and curriculum
Point of contact for Continuous Learning participants regarding all details within their portfolio. This includes analyzing and communicating about missed classes, payment, program information, etc.
Plans and implements procedures and/or processes to improve efficiency and effectiveness
Collaborate with relevant third-party partners regularly to follow processes related to contractual obligations
Collaborate with internal partners (for example, Faculties) to organize programs supported by Continuous Learning
Set up Catalog Canvas shells using existing templates
Participate in regularly scheduled Continuous Learning team meetings to provide updates or highlight areas to review
Set up, refresh and take down all classes within the portfolio (days, evenings or weekends)
Work with Instructors, facilitators and coaches – scheduling, contracts, purchase orders, prepare workbooks and material (edit presentation slides to include logos, spelling/grammar, AODA, etc.)
Prepare evaluation summaries for records and instructors
Coordination of alternative assignments for missed classes, when required
Coordination of the issuance of Badges for all micro-credentials in the portfolio
Assist with the research, planning and implementation of new and existing programs
Perform front-line customer service answering general inquiries via phone/email when required
Assists with proposal writing and communication to potential clients
Proofreading and editing of documents as required
Completing rolling project completion reports
Booking meetings via Outlook calendar for internal and external partners
Book meeting rooms for meetings/classes/major events and/or work with Scheduling Program for bookings
Ordering based on needs - food services, Print shop, IT Services
Arranging parking for guests, flight and accommodation bookings, and restaurant bookings
Performs other duties or projects as assigned including providing assistance and support to other staff for classes and/or events within the department as required
Maintain ongoing working relationships with other departments and external vendors
Compile data for program reports requested by the Director of Continuous Learning
Communicate with the Finance Department to get confirmation of successful payment processing with invoices and credit card payments
Report to the Budget Officer with all payments, expense reports/cheque requisitions for reimbursement, payment of invoices
Calculate financials for assigned portfolio for Continuous Learning contractor instructors and assist with projections
Assist the Budget Officer with various other tasks as requested
Contribute to the planning and coordination of Continuous Learning events, which involves decision-making, resources, oversight of event processes, coordinating meetings, etc. Such events include, but are not limited to, Continuous Learning open enrollment classes, customized corporate programs, Public Seminars, Annual Conference, Public Sector Graduation, Community events, etc.
Liaise with the Communications and Marketing Department with the development of media, marketing materials and announcements of events
Set up, refresher and take down of events/classes within portfolio/as assigned (days, evenings or weekends)
Assist with updating the Continuous Learning website (working with C&M when needed) and creating/posting on various social media sites
Assist with the creation/editing of flyers, marketing emails, monthly newsletters and other promotional material
Network and promote Continuous Learning at community events/tradeshows
Researching, presenting, and working through processes to align current or new programs with accreditation/PD hours offered by associations, etc.
Work with necessary parties to review and implement CRM or other administrative systems
Work with the team to brainstorm policy/procedure needs. From the gathered information, build out final copies for implementation
Other projects as assigned