Program Assistant, Teaching and Learning Innovations

Okanagan Hockey Group; Kelowna; On-site; CAD 30,000 - 60,000; Part time

Job summary

A local educational institution is seeking a Program Assistant to provide administrative support to the Teaching & Learning unit. The part-time position offers 17.5 hours per week to assist faculty, staff, and students effectively. The role includes responding to inquiries, coordinating events, and maintaining records. Qualifications include completion of Grade 12, one year of relevant training, and strong interpersonal and communication skills. This contract role is effective until October 30, 2026.

Qualifications

• Minimum 2 years of related experience.
• Ability to synthesize data and deliver findings.
• Competently proficient in computer systems.

Responsibilities

• Provide administrative support to Teaching & Learning unit.
• Manage inquiries regarding Teaching & Learning programs.
• Assist with activities and events planned by Teaching & Learning.

Skills

Interpersonal skills

Communication skills

Research skills

Customer service skills

Detail-oriented

Problem-solving

Education

Completion of Grade 12 or equivalent

One year related post-secondary training

Tools

Microsoft Office

Drupal

Adobe Professional

Job description

Program Assistant, Teaching and Learning Innovations

Okanagan College is hiring a Program Assistant to provide administrative support to the Teaching & Learning unit, ensuring efficient operations and assisting faculty, staff, and students. This part‑time contract position is 17.5 hours per week, effective 02/10/2026 through 10/30/2026.

Position Details

Division / Portfolio: Teaching & Learning Innovations
Department / Program: Teaching & Learning Admin
Location: Kelowna (Other Flexibles available)
Hours: 8:00 am‑4:00 pm, Monday–Friday (Mondays, alternating Tuesdays, and Fridays)
Salary: $28.76–$32.82 per hour
Appointment Type: Support – Non‑Regular Part‑time

Responsibilities

• Respond to inquiries regarding Teaching & Learning programs and direct inquiries to the appropriate person or department.
• Take messages and answer queries from instructors, students, other college personnel, and the general public in person or by telephone.
• Monitor shared email for the unit and forward messages to the appropriate person.
• Assist with L100 bookings.
• Maintain files, records, manuals, internal and external directories.
• Sort and distribute incoming and outgoing mail.
• Monitor and maintain photocopier and arrange service when necessary.
• Requisition supplies and maintain inventories for Teaching & Learning unit employees.
• Submit invoices for payment and track expenses in FAST.
• Verify purchase orders upon receipt and inform Financial Services and Supply Management of any discrepancies.
• Submit service requests/work orders to IT Services and Facilities and complete related follow‑up.
• Process expense claims, travel requests, field‑trip requests, payment vouchers, and requests to invoice.
• Design forms and brochures for various events, conferences, and workshops.
• Assist with activities and events planned by Teaching & Learning.
• Assist with the planning, coordination, implementation and tracking of all marketing strategies, promotional material, and activities for Teaching & Learning.
• Prepare, transcribe, process and distribute minutes for unit meetings, related committees and working groups.
• Support accreditation and review processes that require involvement from Teaching & Learning.
• Coordinate the distribution of the Teaching & Learning Unit Inventory laptops and complete subsequent tracking.
• Work with faculty in the unit to maintain and update information on the Teaching & Learning website.
• Assist with formatting assessments, correspondence, manuals, and handbooks as required.
• Assist with the administration and coordination of non‑instructional faculty evaluations.
• May review expense claims related to faculty professional development between an internal tracking system and the committee.
• Coordinate with support staff at other campuses to book meeting rooms, as needed.
• Collect and collate participant feedback from events or surveys managed by the Unit.
• Arrange travel and accommodations for non‑instructional faculty in Teaching & Learning, and, from time‑to‑time, the Dean and Associate Dean.
• Schedule appointments and update calendars for Dean and Associate Dean, as needed.
• Plan and coordinate meetings and various portfolio events.
• Review and track vacation and other leave requests by Teaching & Learning non‑instructional faculty ensuring collective agreement requirements are met.
• Create and update enrollment reports for events.
• Assist with the coordination and set‑up of interviews.
• Assist with new employee set‑up in required college systems.
• Coordinate and maintain a process for special‑purpose funded events including all aspects of both payables and receivables.
• Analyze budget reports as required.

Qualifications

Education and Experience: Completion of Grade 12 or equivalent plus up to and including one year related post‑secondary training (e.g., Office Administration). Minimum 2 years of related experience.

Skills and Abilities:

• Well‑developed interpersonal, written, and oral communication skills.
• Ability to work effectively both independently and as part of a team in a collegial and collaborative environment.
• Excellent research skills with the ability to synthesize data and deliver findings and recommendations.
• Excellent customer service skills with the ability to work in a very busy environment that has complex and sensitive situations and to handle sensitive issues with tact and diplomacy.
• Ability to prioritize, be adaptable and flexible while managing a high work volume and competing priorities to meet strict deadlines.
• Ability to learn new skills as new activities are undertaken and changes in technology occur.
• Superior attention to detail and accuracy.
• Competent to take minutes for meetings.
• Demonstrated initiative and creative problem‑solving.
• Competently proficient in computer systems and software including Microsoft Office (Word, Excel, PowerPoint, Outlook), Drupal, Adobe Professional, and the internet.

Additional Information

This is a part‑time contract of 17.5 hours/week until October 30, 2026. Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates.

EEO & Inclusion Statement

Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [e-mail].