Career Education Assistant

Application Restrictions
Open to both Internal and external
Job Type
Support Staff (CUPE)
Posting In effect from
16/4/2024
Closing Application Date
30/4/2024
Closing date for internal CUPE applicants
30/4/2024

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
Ongoing
Anticipated Start Date
6/5/2024
Position End Date (If Applicable)
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, 8:00 am to 4:00 pm
Schedule Description
DUTIES

Provides a wide range of administrative support including secretarial and receptionist services for the Career Education Department.  

MAJOR DUTIES & RESPONSIBILITIES

Provides receptionist services by receiving visitors, responding to enquires, scheduling appointments, providing general and employment information, and directing to appropriate area(s).

Assesses and processes the eligibility of students in a wide range of co-op programs in accordance with internal policy and procedures.  Notifies the Co-op Coordinators of any deficiencies associated with eligibility.  Informs and advises students of fees, necessary documentation, and admission and registration procedures throughout co-op terms.

Creates and maintains relevant materials including admission packages, manuals, learning guides, handbooks and forms.  Compiles statistical reports from multiple data sources for internal and external use.  

Sets up, posts and maintains employment information and data systems for students, employers and faculty/staff through established hard copy and electronic systems.  

Coordinates interviews and meetings.  Locates and assembles background information, books physical facilities, catering services and equipment.  Assists in arranging events on and off campus.  

Performs secretarial duties which includes word processing a variety of documents such as correspondence, contracts, evaluation summaries, memos and minutes; receives and transfers telephone calls, taking messages as required.  Takes minutes and distributes to relevant parties.

Liaises with internal and external contacts such as employers and stakeholders.  Provides instruction, orientation and training on an occasional basis to work study students, auxiliary and other staff.

Sets up and maintains filing systems, records and office supplies inventory; maintains, troubleshoots and reports malfunctioning office equipment. 

Collects, sorts, distributes and opens mail. 

REPORTS TO
Manager, Student Experience

QUALIFICATIONS

EDUCATION:

• Grade 12 plus six months' post-secondary education in office administration or equivalent including training in MS Office applications

EXPERIENCE:

• Three years' related experience including:
  • One years' experience with electronic word processing, data entry and database management
  • One years' recent experience working with students in a post-secondary environment

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Demonstrated comfort with human diversity in the areas of culture, disability, mental health, gender and sexual orientation
• Demonstrated knowledge of the career development/planning process in a post-secondary environment
• Ability to operate and maintain several management information systems, often concurrently, and to maintain and report on data
• Ability to plan multiple tasks in a timely fashion
• Ability to learn new systems quickly
• Advanced computer knowledge with a high level of understanding of Microsoft Word, Excel, PowerPoint, online booking systems and databases (Symplicity)
• Ability to work independently and handle confidential material
• Ability to perform electronic word processing at 60 wpm and data entry
• Ability to deal courteously and effectively with a diverse range of students, staff, external agencies and members of the general public
• Ability to communicate effectively both verbally and in writing
• Ability to plan, prioritize and organize workload
• Ability to operate related equipment such as photocopiers and fax machines

WORKING CONDITIONS

• Sitting at desk and computer for period of time
• General office conditions
• Ability to lift weights less than 10 kg

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
$29.21 - $32.45 ( CUPE Grade 07 (90% - 100%) )
Salary rate
This Position is not subject to a 90% start rate for new Employees.
Location
Kamloops, BC CA (Primary)
# of Hires Needed
1
Organizational Unit
Thompson Rivers University -> Faculty of Student Development -> Career and Experiential Learning
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.