Program Assistant I, Science (Open Learning)

Application Restrictions
For Internal Candidates Only
Job Type
Support Staff (CUPE)
Posting In effect from
11/3/2024
Closing Application Date
25/3/2024
Closing date for internal CUPE applicants
25/3/2024

Applications will be reviewed commencing the “closing date for internal CUPE applicants” and may continue until the position is filled.

Internal CUPE applicants must submit their application by 4pm on the “closing date for internal CUPE applicants” for their Seniority to be recognized.  Applications received after the “closing date for internal CUPE applicants” will be considered alongside external applicants. 

Full/Part Time
Full Time
Support Type
Auxiliary (Over 4 Months)
Anticipated Start Date
1/4/2024
Position End Date (If Applicable)
6/3/2025
The Hours of work are subject to change depending upon departmental requirements
Schedule
The hours of work will be Monday to Friday, 7 hours a day, 8:00 am to 4:00 pm
Schedule Description
DUTIES

**Subject to review by the Joint Job Evaluation Committee**

Provides a wide range of administrative support, including secretarial services, for Open Learning, Science, the department and its students.

MAJOR DUTIES & RESPONSIBILITIES

Provides administrative support by organizing and coordinating workflow, determining priorities and problem solving in order to meet the needs and requirements of assigned area; resolves day-to-day issues, handles sensitive and confidential material.

Performs secretarial duties which include word processing a variety of documents such as correspondence, web pages, contracts, surveys, evaluation reports, exams and schedules, hiring memos; including taking of minutes.  

Provides receptionist services and handles all Program and Faculty related inquiries.  Collects, sorts and distributes mail and may open mail for designated department.

Sets up and maintains all filing systems, records and office supplies inventory; maintains, troubleshoots and reports malfunctioning office equipment.

Liaises with internal and external contacts regarding program requirements.

Informs and advises both incoming and ongoing students of any missing documentation.  Manage and enter student data, and file and generate reports.

Assesses student transcripts for program requirements: assesses and monitors student’s records and notifies the Chair/Program Coordinator of any deficiencies associated with promotion and graduation.

Prepares and maintains mail out learning manuals/learning guides/exams/ Information Guide/admissions packages.

May arrange meetings, locate and assemble background information, book physical facilities and equipment for meetings and may assist in arranging events. 

REPORTS TO
Associate Director, Student Engagement & Experience (OL)

QUALIFICATIONS

EDUCATION:

• Grade 12, plus six months’ post-secondary courses including Advanced Word, Intermediate Excel or equivalent

EXPERIENCE:

• Four years related experience, including one year experience and proven competence with word processing and electronic data entry into data bases

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Ability to perform electronic word processing at 60 wpm and data entry
• Knowledge of data bases such as HSPnet, Argos and Banner
• The proven ability to take and transcribe minutes and correspondence at 70 verbal wpm
• Ability to communicate effectively both verbally and in writing
• Ability to deal courteously and tactfully with students, staff and members of the general public
• Ability to manage student files, records and maintain student confidentiality
• Ability to prioritize and coordinate workload.
• Ability to learn a variety of new software to process, track and run reports

WORKING CONDITIONS

• Sitting at a desk and computer for periods of time
• General office conditions 
• Ability to lift weights up to 10 kg
   

The salary for the above position is determined by the Collective Agreement with the Canadian Union of Public Employees, Local 4879, as it presently exists.
Pay Band
$28.36 – $31.51 ( CUPE Grade 07 (90% – 100%) )
Salary rate
Please Note: This position may be subject to a 90% salary for the first 560 hours of employment.
Location
Kamloops, BC CA (Primary)
# of Hires Needed
1
Organizational Unit
Thompson Rivers University -> Open Learning -> Program Delivery
Diversity and Inclusion Commitment:
Thompson Rivers University is strongly committed to hiring based on merit with a focus on fostering diversity of thought within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, Indigenous, Black and People of Colour, persons with disabilities and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.

NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our Careers website . External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.