Capilano University Vancouver, BC, Canada
Apr 18, 2017Full time
Competition Number 17046 Position Title Programs Assistant (2 positions) Classification Staff Department Continuing Studies & Executive Education Multiple Departments (if applicable) Additional Notes Position Status Regular Full-Time Employment Group Staff Location North Vancouver Nature and Scope of Work This is administrative and clerical work with a public relations and event planning component supporting both Open Enrolment and Custom Contract Training program areas. Duties include providing customer service to clients, instructors, and students; preparing and processing budgets, faculty workloads, hourly payroll and scheduling; processing registration transactions; and assisting with promotional and informational activities. This position receives supervision and direction from the Program Managers and reports to the Program Manager, Business Development, Continuing Studies & Executive Education. Key Responsibilities - Checks accuracy of course/section data, prepares and enters sections, schedules, workloads, and hourly payroll in consultation with the Office Manager and for the approval of the Director. Works with programmers and contacts IT and the Human Resources Advisors to investigate and resolve problems when required. - Facilitates communication and program arrangements for programs, events and services for Continuing Studies & Executive Education. Assists in the recruitment of students and the promotion of programs. This includes answering enquiries; referring people to appropriate services; uploading information to a web page; and drafting and/or revising materials and presentations (including proof reading calendar and brochure information) - Provides reception and registration support on an ongoing basis by responding to calls and incoming inquiries. - Handles and balances registration and financial transactions; calculates separate methods of payment; follows up on NSF cheques and processes refund transactions. - Liaises with instructors to obtain and prepare class materials and order AV equipment as required. - Assists other staff with questions or problems associated with the registration system and cashiering sessions. -Produces a variety of subject matter material including letters, course proposals, course outlines, memoranda, flyers, presentations, certificates and mail label databases. - Arranges special events and programs including organizing catering, supplies, equipment, room booking and room set-up. Coordinates event activities on and off-site including liaising with presenters to ensure room set-up and audio visual equipment meet their needs, and troubleshooting problems that arise during events. - Assists the Director in the production of ad hoc queries and reports for registration, marketing, and financial management statistical reporting utilizing spreadsheet and database software. - Books and/or assists with room bookings utilizing the University's room booking software. - Compiles evaluation summaries as instructed. - Assists in the preparation of operating budgets and capital requests in consultation with the Program Managers and the Manager, Business Development, for approval by the Director. - Tracks and monitors cost centers and prepares initial reconciliation of actuals against projected budgets. - Prepares and processes disbursements, expense reports, invoice requisitions, cost center requests, and chargebacks; and contacts Financial Services as required to resolve discrepancies. - Performs duties related to the qualifications and requirements of the position. - May be required to take training and act in the capacity of a floor warden as part of the University's Emergency Preparedness Plan (Fire, W.H.M.I.S, Earthquake). Required Knowledge, Skills & Abilities: - Thorough knowledge of web and computer applications (word processing, spreadsheet, presentation, publication and web content management), social media in web and mobile applications, and the ability to upgrade and learn new applications. - Thorough knowledge of registration requirements pertaining to the division. - Considerable knowledge of the division's programs, policies, procedures, rules and regulations. -Considerable knowledge of the Faculty Management Information System (FAMIS), Infosilem, EnCampus and Banner or the ability to learn the systems. -Considerable knowledge of business English, spelling, punctuation and arithmetic. - Considerable knowledge of office practices and equipment, bookkeeping, basic accounting principles and computerized reporting systems. - Working knowledge of University policies, procedures, activities, function and personnel. -Ability to multitask, apply organization skills to meet deadlines, and work with minimal supervision. - Ability to accurately handle cash, credit cards, cheques and balance all cash transactions and keep accurate records. - Ability to exercise tact, diplomacy and sensitivity when contacting students on financial matters, concerns or complaints. - Ability to understand and follow complex oral and written instructions. - Ability to enter data accurately. - Ability to establish and maintain effective working relationships with other employees, students and the general public. - Skill in typing and/or key boarding at 55 wpm. Required Qualifications & Experience - Completion of two years (approximately 60 credits) of post-secondary business education comparable to the Diploma in Business Administration program offered at Capilano University, including courses in accounting or bookkeeping. - Two years of directly related administrative support experience. Experience must include event planning/management and work within a business environment working with and assisting clients. Required Licenses, Certificates & Registration - Valid Class 5 BC Driver's license. Will hours include evenings, weekends, or non-standard work weeks? (When applicable only applies to Staff, Admin, & Exempt positions) On Occasion Internal or External Position This is a Staff/Admin position Appointment Date ASAP Appointment End Date (if temporary) Days and Hours of Work Monday to Friday 9:00am - 4:30pm (Hours may vary based on departmental needs) Bridge Period (if applicable) Pay Group 16 Salary Range $3,523 to $3,964 per month, basen on 35 hours a week. Additional Information Workload Amount (Number of Sections) N/A Union MoveUp Application Types Accepted General Application Position Number S99851 Posting Date 04-18-2017 Closing Date 04-24-2017 Special Terms and Instructions Interested applicants should submit their cover letter, resume and proof of education. Capilano University is an equal opportunity employer; this competition is open to both male and female applicants. Membership in MoveUp is a condition of employment.