EXTN Operations
Competition No. - S101146377D1Posting Date - Feb 15, 2022
Closing Date - Feb 24, 2022
Hourly Rate - $25.62 - $34.59
Grade - 07
Hours - 35.0
This competition is open to all applicants however internal candidates and applicants who were former employees of the University of Alberta in the past 18 months will be given priority consideration before external candidates. Please indicate your internal status using the "advertisement" drop down menus when applying.
This posting will be used to fill one temporary position, the appointment has a defined end date of December 23rd, 2022. The work location for this position is downtown Edmonton at Enterprise Square, 10230 Jasper Avenue, however, will initially be performed remotely. Once COVID restrictions are lifted, the position will be performed at Enterprise Square.
Under the general supervision of a program Team Lead, the Program Assistant supports a portion of the continuing education activities offered by the Faculty of Extension, Continuing and Professional Education programming unit (CPE). CPE includes Communications & Design (C&D), Health, Safety, Environment, & Planning (HSEP), and Management & Leadership (M&L) programming within Extension. For more information about these programs please visit here. The Program Assistant supports the activities and flow of information between and among our students and instructors, acts upon requests by the instructors and students, as well as maintains/verifies student records for programs.
The Program Assistant is expected to be student-focused and provide high-quality support to students and instructors. They will provide in-depth program and course-related information to students while ensuring the confidentiality of personal and financial information is maintained at all times. The successful candidate will be customer service- and people-oriented and requires the ability to deal promptly, efficiently and professionally with multiple simultaneous requests for information, as well as the ability to prioritize tasks and meet stringent deadlines.
The duties and responsibilities included below are representative but not all-inclusive for the Program Assistant role:
Student Relations
- Advise students on courses, programs, pathways to graduation and academic progress; make recommendations regarding course selection and sequence; monitor student progress, determine eligibility to graduate, receive awards and scholarships
- Manage student interaction and determine when other levels of management should be involved
- Track students' graduation applications and verify for accuracy
Program/Course-Support
- Provide academic program administration services; maintain accurate records for programs, courses, course materials and student assignments; enter data into PeopleSoft for the website and online registration; book classrooms and/or breakout rooms; monitor course enrolments and recommend changes; notify students of course cancelations with recommendations of alternative course options; monitor course materials to ensure they fall within university copyright regulations and obtain clearance when required
- Ensure timely communication with students regarding relevant course details
- Work with Learning Engagement Office and instructors to ensure course content files are current and up-to-date
- Ensure final grades are submitted by instructors; follow up with instructors who are late with their submissions
Instructor Relations
- Once the course is active, acts as the first point of contact and resource person for the instructor, and works with the instructor to ensure confidentiality of student assignments, grades and appeals as per FOIPP guidelines; ordering and timely delivery of course textbooks, materials and supplies for course start dates; course materials fall within university copyright licenses
- Obtain copyright clearance via the University of Alberta, Copyright office or if appropriate send the author a permission letter to use their article(s)
- Coordinate course logistics including room bookings, audiovisual equipment requirements, arrange for classroom access, catering, distribution of course materials, travel and accommodation
- Prepares e-forms and related documents supporting development of contracts and purchase requisitions, and prepare travel and/or expense claim forms for further review and approval
Team Relations
- Actively participates in various committees, events and information sessions to provide assistance, input and acquire skills necessary to ensure a positive learning experience for the students and instructors in our programs; assist with graduation
- Participate at various events and information sessions (trade shows or open houses) to provide information on programs and course offerings
- Arrange, attend, and take minutes/notes as needed at program advisory and curriculum committee meetings
- Maintain a familiarity with all program offerings and provide backup for other Program Assistants as required
- Gather and compile information for the preparation of program and project proposals and reports
- Performs other related duties as assigned by senior administration
Qualifications
- Post secondary baccalaureate degree preferred; equivalent combinations of education and experience will be considered
- Preferred experience in a post secondary educational setting that includes student advising
- Proficiency in a Windows environment using MS Office applications (Word, Excel) and Google Products (Gmail, Docs, Sheets, Sites)
- Excellent verbal and written communication skills and the ability to work well in a student-focused environment with multiple demands made on time and resources
- Ability to handle difficult situations with patience, diplomacy and sensitivity
- Demonstrates initiative, resourcefulness, and willingness to accept responsibility; ability to work well under pressure and meet deadlines
- Interpersonal, organizational and time management skills required with demonstrated accuracy and attention to detail.
- Demonstrated experience implementing initiatives to support and maintain equity, diversity and inclusivity in interactions with students, instructor, and colleagues; able to respond in a prompt and friendly manner to requests and inquiries including cross-cultural sensitivity
- Working knowledge with copyright licensing requirements including obtaining clearance, compliance review and the processing of course reading collections and permissions of use for other types of media
- Knowledge of University policies and procedures, especially in the areas that relate to student engagement and registration; experience with student administration system technology (PeopleSoft, Campus Solutions - Continuing Education) is considered an asset
If you are passionate about continuing and professional education, and thrive in a environment where creating an optimum student experience is essential, please consider joining our student-focused team.
To apply, submit your resume, along with an up-to-date cover letter which clearly outlines what skills you will draw on to excel in this role.
Applications received without a cover letter will not be considered. To be considered for this role your resume must demonstrate you have recent and relevant experience performing some or all of the above-noted duties. We look forward to reading about you and your thoughts on how we can work together.
Review of applications will begin on February 23rd, 2022.
How to Apply
Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.COVID-19 Vaccination: Proof of full vaccination against COVID-19 in compliance with the University's COVID-19 Vaccination Directive. Fully Vaccinated means a status an individual achieves 14 days after having received the recommended number of doses of a COVID-19 vaccine approved by Health Canada or the World Health Organization, and requires the individual to maintain the recommended number and type of vaccine doses as updated and required by Health Canada thereafter.