Program Assistant, Health and Social Development

Program Assistant, Health and Social Development

Pay Competitive

Location: Kelowna/British Columbia

Employment Type: Full-Time

Job Description

Req#: 11314

Position Number

S00640

Position Title

Program Assistant, Health and Social Development

Division/Portfolio

Health and Social Development

Department/Program

Portfolio Dean's Office (P5)

Your Opportunity

Under the general supervision of the Executive Assistant, Health and Social Development, provides clerical services and administrative coordination, development, and maintenance for student practicum placements. Provides administrative and program support to vocational instructors and students in the Health and Social Development portfolio office.

Functions and Duties

1. In consultation with the Program Chair, coordinates and sets up student practicum placements using HSPNet and other systems.
2. Enter all practicum requests and information into HSPNet to facilitate earlier placements.
3. Liaison with facility managers and coordinators regarding possible units used for practicum placements.
4. Establish and maintain ongoing relationships with each clinical site throughout the Okanagan, Shuswap, and Thompson regions.
5. Coordinate and schedule practicum experiences in a variety of settings.
6. Coordinate regular communication with practicum sites to ensure streamlined planning for student practica.
7. Coordinates communication with clinical instructors and department Chairs regarding placement status.
8. Coordinates communication with other OC departments and other institutions doing practicum placements to ensure equitable placements of students in high-demand areas and facilities.
9. Coordinate and maintain current contact information for all sites.
10. Tracks, maintain, renew, or create new Affiliation Agreements between Okanagan College and practicum facilities.

1. Provides administrative support services for the Health and Social Development office by:

• Providing reception services and responding to inquiries pertaining to Health and Social Development programs, screening calls and redirecting inquiries to the appropriate person or persons.
• Pick up, drop off, and sort mail.
• Maintaining files, records, and manuals, internal and external directories.
• Relaying messages to students.
• Providing support to the Program Advisory Committees by coordinating and attending meetings and preparing and distributing minutes.
• Coordination and support for programs in the accreditation process.
• Attend Chair meetings to record and distribute minutes as required.
• Preparing 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.
• Budget support as necessary.
• Maintain/update program information on the college website.

• Assist 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.
• Type student reference letters, maintain files, process reference requests from employers.
• Order student name tags, photo ID cards, and graduation pins.

Education and Experience

Completion of Grade 12 or equivalent plus two years of related post-secondary training (e.g., Office Administration) is required. Minimum two years of related experience is required.

Skills and Abilities

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

Desired Start Date

07/17/2023

Position End Date (if temporary)

06/28/2024

Schedule

September 1-April 30 – 8:30-4:30 PM; May 1-August 31 – 8:00-4:00 PM. Occasional evening hours may be required.

Annual Salary/Hourly Rate

$25.08 - $28.66

Appointment Type

Support - Non-Regular Full-time

Special Instructions to Applicants

In order to be considered for all positions, an application is required for each job posting. Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and Human Resources if they want a Union Observer during interviews and final selection of candidates.

Employee Group

Support

Competition Number

C002451

Posting Open Date

06/15/2023

Posting Closing Date

06/25/2023

Open Until Filled

No

About the company

Okanagan College is a public, post-secondary institution with over 120 certificates, diplomas, degrees and programs including apprenticeship and pre-apprenticeship trades programs.