Program Assistant - HUB (Leave Replacement)

College of New Caledonia; Prince George; On-site; CAD 42,000 - 58,000; Full time

Job summary

College of New Caledonia in Prince George is seeking an Administrative Assistant to support HUB programs under the Dean of the School of Human Services, University Transfer and Business Studies. You will manage scheduling data, coordinate events, and assist with program development.

You will coordinate on-site services for courses, communicate with instructors and staff, and help with funding proposals and accreditation processes.

Qualifications

• Two-year diploma in Office Administration or Business Management or related field.
• 3+ years of program coordination or administrative experience, including databases and multimedia/web-based tools.
• Excellent organizational, interpersonal and communication skills.
• Proficient with word processing and database management.
• Commitment to a learner-centred focus.
• Ability to work in demanding environments and handle routine/non-routine tasks.
• Experience with web development/maintenance.
• Understanding of student access, retention, and cultural issues.

Responsibilities

• Maintain the data collect unit (DCU) for scheduling.
• Arrange events and activities including conferences, open house, orientation, and workshops.
• Assist with program development/maintenance with the Program Planner Academic Schools.
• Coordinate on-site services for courses (room bookings, equipment, materials, access).
• Inform part-time instructors regarding course objectives, prerequisites, and housekeeping.
• Conduct orientation for new instructors with Educational Administrators.
• Communicate course changes to instructors, students, and staff.
• Assist with invigilators, coordinating exams, tracking student issues.
• Support Program Coordinators for meetings and provincial level events.
• Support recruitment and marketing for program promotion.
• Coordinate web pages, newsletters, calendars for HUB programs.

Skills

Organizational skills

Interpersonal skills

Communication skills

Computer skills

Database management

Problem solving

Event coordination

Learner-centred focus

Education

Office Administration Diploma

Tools

Word processing

Database management software

Web development/maintenance

Job description

Job Summary

Under the direction of the Dean, School of Human Services, University Transfer, and Business Studies ( HUB ), this position provides day-to-day program support for all HUB programs, including all Dual Credit and Special Programs (e.g. NITEP , TekX, Dual Credit, and STEPS Forward).

Job Summary

Under the direction of the Dean, School of Human Services, University Transfer, and Business Studies ( HUB ), this position provides day-to-day program support for all HUB programs, including all Dual Credit and Special Programs (e.g. NITEP , TekX, Dual Credit, and STEPS Forward).

Specific Duties

• Responsible for the entry and maintenance of the data collect unit ( DCU ) for scheduling purposes within the school.
• Assist with arranging various events and activities including conferences, open house, orientation, and workshops.
• Assist with program development/maintenance in collaboration with the Program Planner Academic Schools.
• In consultation with Faculty, ensures required on-site services in support of courses are provided, including room bookings, and provision of equipment, materials, and room access.
• Inform part-time instructors regarding course objectives, content, prerequisites, and housekeeping items.
• Conduct orientation with new instructors in consultation with the Educational Administrators.
• Communicate with instructors, students, and operational staff regarding course changes, unavoidable schedule changes (technical access issues, change in course instructor mid-semester).
• Assist faculty with sourcing and securing invigilators, coordinating exams, tracking, and resolving student issues (e.g. outstanding grades).
• Provide support to Program Coordinators for hosting and management of meetings (program level and provincial level).
• Meets regularly with Recruitment and Marketing to support program promotion.
• Contacts instructors/programs regarding issues such as course and program implementation needs, course dates, Education Council matters, Academic calendar planning and management.
• Maintain data systems, records, etc. ensuring information is complete and up to date.
• Support and/or problem solve student issues within the scope of the position, as they arise.
• Draft correspondence, reports, word processing, data entry, etc. as required by programs.
• Advise Educational Administrator and/or Program Planner on administrative requirements for new courses as developed.
• Perform effective problem solving for routine/non-routine tasks.
• Identify operational problems and report issues to appropriate personnel.
• Assist with coordinating special projects as required.
• Develop and negotiate special project or course budgets with internal and external partners, and track program expenditures, under the direction of the appropriate Educational Administrator and Manager of Strategic Projects.
• Prepare and follow up on all course documentation.
• Present occasionally to student groups.
• Ensure communication with the Educational Administrator and Faculty Coordinator(s) for program plans and requirements.
• Supports the maintenance and distribution of curriculum resources.
• Coordinate web pages design/maintenance, newsletters, calendars, for HUB programs.
• Act as primary contact for HUB with other college departments regarding web management.
• Provide information and support as needed to assist in the preparation of funding proposals and accreditation processes.
• Perform general office duties including supply inventories, mail distribution, scheduling information sessions, and order paper/toner as needed for computer printers used by programs.
• Provide back-up coverage for Administrative Assistants, as required.
• Assist with implementation and maintenance of reporting structures that meet funding and sponsorship requests.
• Liaise with government agencies for reporting, student support systems as directed by Dean/Associate Deans.
• Liaise with various external partners and agencies as required.
• Work with Aboriginal Advisor to understand and meet the educational needs of Indigenous communities we serve.
• You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners and communities.
• You will promote a positive work atmosphere and communicating in a professional manner that demonstrates mutual respect with students and colleagues.
• Other duties as assigned by the Dean or designate.

Skills & Qualifications

• Recognized two (2) year diploma in Office Administration or Business Management or related field of study.
• 3 years or more of comprehensive program coordination or administrative experience, including experience in maintaining databases, administrative systems, and multimedia/web-based tools
• Excellent organizational, interpersonal and communication (both written and verbal) skills.
• Proficient computer skills with competency in word processing and database management.
• Demonstrates a commitment to a learner centred focus.
• Ability to work positively in demanding environments. Strong skills in routine/non-routine office procedures.
• Proficiency with typical office computer systems and web development/maintenance.
• Understanding of student access, retention, and cultural issues.
• Ability to perform effective problem solving.
• Ability and experience in coordinating activities and events.