Administrative Assistant, Practicum

Brock University is located on the traditional territory of the Haudenosaunee and Anishinaabe peoples, many of whom continue to live and work here today. This territory is covered by the Upper Canada Treaties and is within the land protected by the Dish with One Spoon Wampum Agreement.

We are one of Canada’s leading comprehensive universities and a Top Employer in Hamilton-Niagara. Brock has been ranked #3 as Canada’s Best Employers and top 10 as one of Canada’s Best Employers for Diversity compiled by Forbes and Statista. We are an inclusive, welcoming community that offers a wide range of unique career opportunities.

Ignite new possibilities for your career. Break through at Brock.

Post End Date:

January 10, 2025 at 11:59 PM

This job advertisement is to fill an existing vacancy in the OSSTF (Employee Group)

A Day in the Life… 

Reporting to the Placement Manager, the Administrative Assistant, Practicum provides administrative support with records, data collection, customer service, correspondence, publications and events related to placements leading to OCT certification. 

The Administrative Assistant, Practicum will: 

• Act as first point of contact for Faculty/Instructors, Practicum Advisors, students and external contacts for placement related matters within the Faculty of Education;
• Provide administrative support to the Placement Manager;
• Monitor, administer and track pre-placement paperwork, including the criminal record check process and insurance related documentation;
• Revise various documents (i.e., associate teacher handbook, letters, forms, annual handbook/guidelines, evaluations, selection forms, etc.);
• Prepare and distribute packages to Associate Teachers and retain copies for office records for each teaching practicum block;
• Create, maintain and track spreadsheets of placement details (i.e., placement lists, student lists, placement locations, names of students who are working as teachers to meet practicum requirements, cohort groups, practicum advisors, alternative placements, etc.);
• Prepare and distribute cohort lists to Practicum Advisors in the Teacher Education program;
• Distribute and track the completion of health & safety forms for Brock and the school board:
• Prepare, distribute, and track related insurance letters to school superintendents, ensuring all authorizations are received;
• Provide support with securing placements;
• Prepare practicum course fee templates for submission and retain signed copies for the Practicum Office files;
• Provide support with the Associate Teacher payment process
• Support the Placement Manager with the assignment of teacher education students to campuses and designated cohort groups;
• Serve as the contact person for students in the Teacher Education program who wish to change their Cohort or campus placement and for applicants who are applying to the Teacher Education Program and have questions about practice teaching areas.

Key Skills and Experience: 

• Post-secondary courses including computer applications, office administration, or related courses or the equivalent combination of education and experience;
• Experience in an administrative support role;
• Strong computer competency including Microsoft Office, Excel, Workday, OneDrive, SharePoint, Teams, Brock DB, Brightspace and social media;
• Excellent writing, grammar and proofreading skills;
• Demonstrated ability to maintain accurate records, including financial record keeping;
• Understanding of FIPPA with respect to access to confidential information;
• Strong written, verbal and interpersonal communication skills;
• Ability to interact with a variety of partners, both internal and external;
• Ability to work independently in a supportive and collaborative environment;
• Ability to establish priorities, organize own work and work with minimal supervision;
• Ability to work in a fast paced, demanding work environment.

Preferred or Asset Skills: 

• Understanding of the Teacher Education Program;
• Experience working in a school board, University and/or post-secondary institution.

Salary and Total Rewards 

• Job Grade (OSSTF, H), Salary Scale ($41,619-$57,735)*;
• This position includes full comprehensive benefits including tuition waiver.

This position is included in the Ontario Secondary School Teachers Federation (OSSTF) Union and: 

• Salary is therefore determined by the OSSTF Collective agreement. *
• New members shall be placed on the salary grid at the entry level. *
• It is Brock University’s policy to give first consideration to qualified internal Brock University OSSTF applicants.

We are committed to offering flexible work arrangements where possible as outlined in our Flexible Work Arrangement Policy. As a student-centered organization, all employees are required to work on campus as needed.

Brock University is committed to creating a respectful and equitable workplace. We strive to foster a culture of diversity and inclusion in our work and learning environments. We welcome applications from all qualified individuals and actively encourage applications from women, people with disabilities, members of the 2SLGBTQIA+ community, Indigenous Peoples, people who identify as Black, African and/or Caribbean, as racialized and/or as from ethnic and cultural minority groups, and other underrepresented demographic groups at Brock and in the Niagara region. Brock also recognizes intersectionality and the interconnected identities, histories, and experiences of these aforementioned groups.

We are committed to inclusive and barrier-free recruitment, and we accommodate the needs of applicants throughout all stages of the recruitment process, as outlined in our Employment Accommodation Policy and consistent with the requirements of the Ontario Human Rights Code. Please contact talent@brocku.ca if you require a disability related accommodation so we can ensure your participation needs are met.

Brock University does not use AI Technology at any stage of the recruitment process.

We appreciate all applications received. Candidates that are selected for an interview will be contacted.

Learn more about Brock University by visiting www.brocku.ca.

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