Program Assistant

Position Summary:

The Program Assistant is responsible for providing office administration and systems support for the department. They offer essential program information to current and prospective students and staff, coordinate administrative tasks, prioritize assignments, and ensure deadlines are met while upholding high customer service standards. Utilizing detailed knowledge of the school’s programs, systems and procedures.

This is a parental leave coverage until July 2027 

Responsibilities:

Administrative Coordination

• Initiate and execute contracts, purchase requisitions, standing orders, textbook orders, printing requests, add/mods, and faculty contracts.
• Track completion of faculty tasks and maintain records including faculty and hiring information, program records, and department expenses.
• Produce and edit/proofread reports, memos, letters, meeting minutes, tests, exams, and other materials for faculty, as well as publishing to the web.
• Coordinate with various Seneca services/departments to facilitate departmental operations.
• Manage pertinent information for specified academic areas and implement appropriate tracking systems.

Stakeholder Engagement and Information Management

• Ensure regular communication with staff and faculty across various channels for timely information dissemination, while also coordinating with cross-functional departments.
• Provide program and curriculum information to the public and serve as the primary departmental contact for inquiries.
• Develop and manage program-specific webpages to offer accessible and current information to relevant stakeholders.

Schedule Management and Problem Resolution

• Coordinate work schedule to align with semester start-ups.
• Ensure timely completion of tasks including program schedules, textbook orders, faculty contracts, subject outlines, and exam/test preparations.
• Promptly address class cancellations, facility issues, and printing challenges.
• Investigate and resolve student-related issues, facilitate academic accommodations, and communicate with students or other Seneca departments, or escalate to the Manager as needed.
• Contribute ongoing input and recommendations to departmental procedures and review processes.
• Provide academic information and guidance to students and faculty.
• Develop system to maintain current and archived department materials that are easily accessible to other appropriate individuals within the Faculty.

Faculty Engagement and Resource Management

• Implement systems for managing current and archived materials to ensure easy access for faculty members.
   

Qualifications:

Education

• Minimum completed two (2) year Diploma in Office Administration, or equivalent.

Experience

• Minimum three (3) years of demonstrated experience with office administration skills such as prioritizing multiple tasks, creating and maintaining tracking systems and procedures, maintaining department financial files, writing memos, letters, emails.
   

Skills:

• Demonstrated proficiency in prioritization.
• Expertise in systems tracking and procedure development.
• Proficient in formatting, proofreading, and editing various documents.
• Experience collaborating in team settings with multiple approvers.
• Advanced experience with computer systems, electronic file management, and software packages such as Word, Excel, PowerPoint, Peoplesoft- I3, Salesforce and web tools.
• Experience in providing excellent customer service, with strong communication skills.
   

Note:  A skills assessment test might be administered during the recruitment process.
 

A combination of relevant experience and education may be considered as equivalent to the above requirements in the event that there are no internal applicants that meet the qualifications as posted.  Equivalency will be assessed by the talent acquisition team.