Program Support Officer

Mohawk College • Hamilton, ON

1d • Hybrid

About The Position

Reporting to the Associate Dean, this position provides administrative support to a number of special initiatives and functions within the School of Health. The main responsibility of this position is to provide customer service support for students, faculty and staff. The incumbent will be expected to trouble-shoot activities related to student and faculty issues, as well as provide support and coverage to key positions within the department. The incumbent must be able to work effectively in a fast-paced environment, prioritize tasks, and exercise independent problem-solving and decision-making skills in the execution of the various activities and issues.

Requirements

• A minimum of two-year post-secondary education in Office/Business Administration; related field; or equivalent combination of education and experience.
• Must have at least 3 years related work experience.
• Ability to multi-task in a fast-paced environment, cope with multiple deadlines and meet departmental priorities.
• Excellent customer service skills and client relationship building skills.
• Advanced computer knowledge in MS Office, Calendaring, Millennium, Banner, Fast Suite, Internet research and e-mail correspondence.
• Excellent organizational skills.
• High degree of problem solving, judgment and decision-making abilities required.
• Exceptional interpersonal communication skills to deal with clients, community partners and stakeholders and the general public.
• Ability to work independently with little or no supervision.
• Flexibility in working hours throughout the year is necessary to meet deadlines & changes.
• Self-starter, comfortable with establishing own priorities.
• Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.
• The ability to communicate and work effectively with diverse students, employees, and communities.

Nice To Haves

• May be expected to work increased hours during peak times and vacation to provide coverage.

Responsibilities

• Provide coverage for support positions and assist with duties and responsibilities during peak workload times.
• Provide front office customer service, assist with add/drop course registration, general student and faculty inquiries and triaging, exemptions, book ordering, drop-box and mail deliveries, room bookings via WhereEnCampus, and new faculty orientation.
• For Part time faculty, set up with MyCanvas training, parking information, timesheet instructions and source the onboarding banking information.
• Assist with New Employee Onboarding, including Mohawk I.D., Helpdesk/phone set up, Office, keys, etc.
• Track and document CPD’s (continuing education points) for clinical educators.
• Fulfill course Outlines/Documents requests.
• Provide back up for support staff and the assistant to the Associate Dean where required.
• Assist the Assistant to the Associate Dean with checking exemption requests for process and approval, pulling student status reports, promotion activities, processing parking requests, product ordering for the Allied Health team office needs, thank you letter generation via Guest Speaker database, and Scantron/Akindi - Preparing scantron requests for faculty pick up, drop/pick up scantron bag from Mailroom.
• Liaise with Property Services to arrange mail pick-ups during the semester.
• Liaise with Scantron department to ensure bag pick ups during peak times are scheduled accordingly.
• Notify faculty when scantrons are returned and file them in the cabinet.
• Support faculty in delivering paper based assessments.
• Accept Printing deliveries that arrive to the office and notify faculty their printing has arrived.
• Unpack Office Supplies orders /faculty orders that arrive to the office and place in cabinet or notify faculty member.
• Supply Guest Parking Vouchers for meetings/events as requested by A.D. or Faculty and support the ordering and pick up and tracking of the parking passes.
• Prepare/Populate existing template letters for each student volunteer as requested by A.D or faculty member.
• Invigilate exams as needed.
• Report graduation requirements met to associate governance.
• Work with Program Coordinators, Support, Collaborative Reps (McMaster) to update Program Handbooks as required each start academic year.
• Perform Website Updates through the Welcome Platform as required by A.D., faculty, support etc.
• Prepare timesheets for any part time employees missed hours - as per their contracted details.
• Assist in the planning and organization of special college marketing events and department activities such as Open House, Program Career Launch sessions, CEL Meetings, May@Mac, Tours, Exam Invigilating and Information events.
• Work with Admin, Faculty/Program Coordinators, and Event organizers to determine needs requirements (ie: signage, space allocations, room bookings etc) and follow-up as necessary.
• Create and communicate schedules to all stakeholders.
• Assist with recruitment needs for student/staff volunteers.
• Support other college events as required: Destination College, Student Appreciation Day, departmental/faculty events as approved by the Associate Dean.
• Support where required during the Facilitation of the Awards process.
• Liaise with Development Office to ensure all awards available for selection are complete and accurate.
• Communicate with Program Coordinators to select award recipients and advise Awards Office within established timelines.
• On-going maintenance of the office file system and data collection including ensuring electronic copies of all course outlines, learning plans, and assessment tools are obtained from faculty and filed appropriately.
• Creation of forms and tracking systems to improve office operations.
• Maintenance of department email distribution lists each term and ensuring important office communication is dispersed to all stakeholders as directed by the Associate Dean.
• Review and maintenance of program website for accuracy of information.
• Housing all corporate and departmental policies in one place as well as maintenance of the Employee Guide.
• Pull POS, CRN, or FAST data for faculty and support staff as required.
• Data collection for special projects as directed by the Associate Dean.
• Organization and maintenance of the network files.
• Assist the medical imaging department with work loading support when required during peak periods such as scheduling, timetabling, resources and workload planning, and creation of part time contracts.
• Provide coordination of faculty workload planning, including the planning and production of full time faculty SWF’s, part-time contracts.
• Liaise with Program and Clinical Support to support the loading of SUMMIT (workload & scheduling system) to verify and ensure accuracy of data, and to identify requirements for system improvement.
• Update and verify academic blocks and numbers and correct Program of Study to system.
• Assist in handling implications of last-minute changes to staff, workloads, enrolment/section sizes, etc. and works with Associate Dean and/or develops local solutions.
• Other duties as assigned.

Benefits

• Access to professional development opportunities.
• Option to enroll in Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
• Discounted rate for full-service athletic facility and instructor-led classes.
• Opportunities to engage in wellness events and activities.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: Associate degree