Position Information
Position Number
S00028
Position Title
Program Assistant - Arts and Foundational Programs
Division/Portfolio
Arts and Foundational Programs
Department/Program
Portfolio Dean's Office (P1)
Location
Kelowna
Other Flexible Work Options
Your Opportunity
Under the general supervision of the Executive Assistant, Arts & Foundational Programs (AFP), provides reception, administrative support, and clerical assistance to the Dean, Associate Deans, Executive Assistant, Department Chairs, Centre Coordinators, Faculty and Instructors, and other Support Staff in AFP portfolio to ensure effective and efficient operations and performs other related duties as required.
Functions and Duties
Administrative support for the AFP Portfolio Office:
1. Instructional Support Services:
2. Support of Executive Assistant and Operations and Portfolio Specialists:
3. Performs other related duties as required.
- Provides reception services, answering phone calls, taking messages, and responding to a variety of inquiries pertaining to Arts and Foundational programs, and re-directing inquiries to the appropriate person or department;
- Maintains files, records, manuals, and internal directories;
- Assigns office space and updates AFP staff lists;
- Submits Work Requests to Facilities Management for various housekeeping issues:
- Performs receptionist duties by taking messages and answering queries from, faculty, instructors, students, OC personnel, and the general public;
- Contacts students placed on Academic Probation and processes reinstatement letters;
- Processes and forwards student forms (such as transfer credit requests, requests for standing deferred grades; requests for aegrotat standing);
- Prepares, codes, and ensures accuracy of payment forms for invoices, expense claims, payment vouchers, web requisitions, travel requests, and field trip request forms;
- Acts as a referral point for orientation of new faculty/staff members regarding internal resources such as Print Services, Photo ID, IT Services, Facilities Management, key assigning, and Ed Technology;
- Coordinates the distribution of the AFP Unit Inventory laptops and completes subsequent tracking;
- Contacts students with information on programming and timetable changes;
- Updates manuals and handbooks as required;
- Coordinates with support staff at other campuses;
- Receives and distributes mail; updates and maintains mailrooms for faculty;
- Performs routine maintenance on photocopy equipment and orders supplies;
- Assists students with the completion of student forms;
- Forward queries regarding programs offered within the Portfolio to the appropriate OC Chair or contact;
- Arranges meetings and books rooms for faculty;
- Collects and uploads AFP course outlines to OC website;
- Orders and distributes monthly subscriptions;
1. Instructional Support Services:
- Distributes completed Faculty and Vocational Instructor evaluation packages;
- Receives and tracks all Student Academic Integrity Violations (cheating and plagiarism) reported by faculty, and forwards information to Registrar’s Office for input into student records;
- Completes and processes transfer credit requests based on the BC Transfer Guide and forwards to Registrar’s Office;
- Posts class cancellations/adjustments notifications and tracks ELMS sick leave requests;
- Submits IT Service requests for laptop re-imaging, account maintenance requests for network
- Collection and recording of final exams for tracking and storage;
- Creates Moodle accounts for applicants in the Animation Diploma program; communicates with various OC departments to ensure submissions are received and students are accepted to the program;
- Coordinates and creates final exam invigilation schedules for faculty members;
2. Support of Executive Assistant and Operations and Portfolio Specialists:
- Processes Professional Development applications; reviews for completeness and compliance with the collective agreement, and administers the first round of approval; coordinates final committee approval for Vocational PD funding; processes subsequent expense reimbursement and tracks total department PD funding on behalf of Finance;
- Provides support to the Program Advisory Committees by coordinating and attending meetings and preparing and distributing minutes;
- Tracks contact hours for Government funding requests for Support Workers in the Accessible Education and Training department (AET);
- Tracks contact hours for Volunteer Literacy Tutor Program (VLTP) for Government funding reporting by the Registrar’s Office
- Tracks and reconciles Honoraria Funding
- Assists with coordination of student evaluations for faculty and instructional staff in accordance with collective agreements;
- Schedules appointments with Associate Deans to address student matters when necessary;
- Plans and coordinates meetings and various portfolio events;
- Assists with routing and processing of transfer and exchange agreements overseen by the portfolio;
3. Performs other related duties as required.
Education and Experience
Completion of Grade 12 or equivalent plus up to and including one year related post-secondary training (i.e. Office Administration). Minimum of two years of related experience is required.
Skills and Abilities
- Strong interpersonal, written, and verbal communication skills
- Ability to prioritize, be adaptable, and flexible while managing a high work volume and competing priorities to meet strict deadlines;
- Excellent organizational and time management skills with superior attention to detail and accuracy;
- Ability to deal tactfully and diplomatically with internal and external contacts;
- Demonstrated problem-solving skills;
- Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment;
- Ability to exercise courtesy and consideration of others within an open-concept working environment;
- Ability to monitor, recommend, and take action on all issues where responsible;
- Competence and proficiency in the use of computer systems and software including Microsoft Office 365,Banner, Adobe Professional, or other databases;
- Ability to learn new skills as new activities are undertaken and changes in technology occur.
- Competent to take minutes for meetings;
- Ability to maintain a high level of integrity, discretion, and confidentiality and to handle sensitive issueswith tact and diplomacy;
- Ability to work with a diverse group of individuals and resolve conflicts in a positive manner
Preferred Qualifications
Desired Start Date
07/14/2025
Position End Date (if temporary)
03/13/2026
Schedule
To be determined – 17.5 hours per week
Annual Salary/Hourly Rate
$28.76 - $32.82
Appointment Type
Support - Non-Regular Part-time
Special Instructions to Applicants
Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates.
Employee Group
Support
Posting Detail Information
Competition Number
C003103
Posting Open Date
06/02/2025
Posting Closing Date
06/15/2025
Open Until Filled
No
Inclusion Statement
Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected].
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