Program Assistant, Work-Integrated Learning

Conestoga College School of Business; Kitchener; Hybrid; CAD 30,000 - 60,000; Full time

Job summary

A leading educational institution is seeking a Program Assistant for a temporary full-time role. The position entails organizing nursing student placements, loading student data into relevant systems, and facilitating communication with placement sites. Successful candidates must have a diploma in Administration or Health Sciences and a minimum of two years of customer interaction experience. The role follows a hybrid model, requiring some on-site work in Kitchener.

Qualifications

• Minimum two years of experience interacting with customers and business support activities.
• Experience in a public or private organization handling placement processes.

Responsibilities

• Organize and load new student information into placement database.
• Manage placements and communicate with placement sites.
• Provide guidance to students regarding placement protocols.

Skills

Customer interaction

Business support activities

Education

Two-year diploma in Office Administration or related field

Job description

Position Summary

Temporary Full-Time Appendix D Support Staff, replacement contract position (Immediate need to August 6, 2027)

The Program Assistant works under the direction of the Associate Director, Work-Integrated Learning (WIL), and in collaboration with the Nursing Placement Coordinator, Nursing Placement Officer and other members of the WIL team to organize the logistical components of nursing student placements. The incumbent creates student cohorts in HSPnet, enters and maintains students’ placement data, and facilitates the site selector process for their assigned programs and levels.

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement, Monday to Friday, 8:30 a.m. to 4:30 p.m., with three days on-site, at the Doon campus, 299 Doon Valley Drive, Kitchener, and two days remote.

Responsibilities

• Load new student information into appropriate cohorts prior to first placement based on assigned programs into the Health Sciences Placement Network (HSPnet) database
• Contact recurring group placement sites as identified by the Nursing Placement Coordinator to confirm available placements
• Manage placements for non-HSPnet user sites manually through HSPnet and email
• Discuss all declines and non-responder issues with the Nursing Placement Coordinator in a timely fashion
• Initiate randomized site selector to place students via HSPnet as advised by Nursing Placement Coordinator
• Follow the manual process to place students who are unable to be placed via the randomized site selector
• Identify issues with the site selector, conflict checker and Orientation and recommend solutions and address issues in collaboration with the Nursing Placement Coordinator
• Issue confirmation letters to non-HSPnet agencies and preceptor students, and send out preceptor recognition letters via HSPnet correspondence
• Monitor student compliance with Work-Integrated Learning (WIL) requirements for completion and expiration
• Report non-compliance to Nursing Placement Coordinator
• Provide verbal and written guidance to students within assigned Nursing programs regarding placement protocols and requirements, ensuring WIL requirements are met prior to placement
• Maintain on-going contact (phone, email) with internal and external stakeholders used for placements, ensuring program updates and student information are communicated to them
• Provide support and assistance to the WIL team when required

Qualifications

• Two-year diploma in Office Administration, Business Administration, Business Systems, or Health Sciences is required
• Minimum two years of experience interacting with customers and business support activities (e.g. placement processes, office account and business support functions and systems) in a public or private organization is required