Program Assistant I, TRU World

Application Restrictions
Open to both Internal and external
Job Type
Support Staff (CUPE)
Posting In effect from
26/3/2024
Closing Application Date
11/4/2024
Closing date for internal CUPE applicants
11/4/2024

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
22/4/2024
Position End Date (If Applicable)
20/12/2024
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, 8:30 am to 4:30 pm
Schedule Description
DUTIES

Provides a wide range of administrative support, including secretarial and receptionist services, for TRU World.

MAJOR DUTIES & RESPONSIBILITIES

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

Performs secretarial duties which include word processing a variety of documents such as correspondence, program documents, evaluation summaries, memos; including taking of minutes.  

Provides receptionist services and handles all program-related inquiries.  Collects, sorts, distributes 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 fees and any missing documentation.  Manage and enter all student data and files and generate reports.

Assesses student transcripts for program requirements: assesses and monitors student’s records and notifies the Associate Director of any deficiencies associated with promotion and graduation.

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

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

REPORTS TO
Associate Director, International Training

QUALIFICATIONS

EDUCATION:

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

EXPERIENCE:

• Three years’ related experience, including one year experience with electronic data entry and word processing

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Ability to perform electronic word processing at 60 wpm and data entry
• 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
• Proven ability to work independently as well as a part of a team
• Ability to plan, organize and prioritize tasks and meet deadlines, maintaining accuracy and attention to detail

WORKING CONDITIONS

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

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
$27.90 - $31.00 ( CUPE Grade 06 (90% - 100%) )
Salary rate
Please Note: This position may be subject to a 90% salary for the first 560 hours of employment.
Location
Kamloops, CA (Primary)
# of Hires Needed
1
Organizational Unit
Thompson Rivers University -> TRU World -> International Contract Training
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.