Programs Assistant Jobs in Pickering, ON (NOW HIRING)

Job Summary: The purpose of the Program Assistantis to provide administrative and clerical support for a portfolio of programsand courses within the Continuous Learning unit.

Nature of work: 
The Program Assistant is integral inensuring services are offered efficiently and effectively. This position worksalongside a team of Program Assistants, an Administrative Assistant, anInstructional Support Coordinator, a Business Development and MarketingManager, the Director of Continuous Learning, and the Budget Officer, as wellas a Work Study student (when relevant) and others.

Responsibilities/accountabilities: 

• Responsible for coordinating all day-to-day facets of assigned Continuous Learning programs/courses, including communication with learners, supporting documents, website updates, transcript review, applications, processing invoices, instructor/facilitator/skills coach contracts and communications, instructor payments, attendance, achievement, form development, signage, etc.
  
• Update, analyze and audit the registration database to ensure records are up to date for fee processing (credit card, invoicing, cheque), course history, material, attendance, and certificates
  
• Liaise with the Communications and Marketing department and the Continuous Learning Administrative
• Assistant to request needs such as program website updates (fees, programs, dates, etc.). This might involve double-checking accuracy across multiple systems and, when required, requesting marketing support for program materials such as the creation of flyers, signage, etc. 
  
• Compiles and stores information related to all programs, courses and curriculum
  
• Point of contact for Continuous Learning participants regarding all details within their portfolio. This includes analyzing and communicating about missed classes, payment, program information, etc. 
  
• Plans and implements procedures and/or processes to improve efficiency and effectiveness
  
• Collaborate with relevant third-party partners regularly to follow processes related to contractual obligations
  
• Collaborate with internal partners (for example, Faculties) to organize programs supported by Continuous Learning
  
• Set up Catalog Canvas shells using existing templates
  
• Participate in regularly scheduled Continuous Learning team meetings to provide updates or highlight areas to review
  
• Set up, refresh and take down all classes within the portfolio (days, evenings or weekends)
  
• Work with Instructors, facilitators and coaches - scheduling, contracts, purchase orders, prepare workbooks and material (edit presentation slides to include logos, spelling/grammar, AODA, etc.) 
  
• Prepare evaluation summaries for records and instructors
  
• Coordination of alternative assignments for missed classes, when required
  
• Coordination of the issuance of Badges for all micro-credentials in the portfolio
  
• Assist with the research, planning and implementation of new and existing programs
  
• Perform front-line customer service answering general inquiries via phone/email when required
  
• Assists with proposal writing and communication to potential clients
  
• Proofreading and editing of documents as required
  
• Completing rolling project completion reports
  
• Booking meetings via Outlook calendar for internal and external partners
  
• Book meeting rooms for meetings/classes/major events and/or work with Scheduling Program for bookings
  
• Ordering based on needs - food services, Print shop, IT Services
  
• Arranging parking for guests, flight and accommodation bookings, and restaurant bookings
  
• Performs other duties or projects as assigned including providing assistance and support to other staff for classes and/or events within the department as required
  
• Maintain ongoing working relationships with other departments and external vendors
  
• Compile data for program reports requested by the Director of Continuous Learning
  
• Communicate with the Finance Department to get confirmation of successful payment processing with invoices and credit card payments
  
• Report to the Budget Officer with all payments, expense reports/cheque requisitions for reimbursement, payment of invoices
  
• Calculate financials for assigned portfolio for Continuous Learning contractor instructors and assist with projections
  
• Assist the Budget Officer with various other tasks as requested
  
• Contribute to the planning and coordination of Continuous Learning events, which involves decision-making, resources, oversight of event processes, coordinating meetings, etc. Such events include, but are not limited to, Continuous Learning open enrollment classes, customized corporate programs, Public Seminars, Annual Conference, Public Sector Graduation, Community events, etc. 
• Liaise with the Communications and Marketing Department with the development of media, marketing materials and announcements of events
  
• Set up, refresher and take down of events/classes within portfolio/as assigned (days, evenings or weekends)
  
• Assist with updating the Continuous Learning website (working with C&M when needed) and creating/posting on various social media sites
  
• Assist with the creation/editing of flyers, marketing emails, monthly newsletters and other promotional material
  
• Network and promote Continuous Learning at community events/tradeshows
  
• Researching, presenting, and working through processes to align current or new programs with accreditation/PD hours offered by associations, etc. 
  
• Work with necessary parties to review and implement CRM or other administrative systems
  
• Work with the team to brainstorm policy/procedure needs. From the gathered information, build out final copies for implementation
  
• Other projects as assigned