Undergrad Program Secretary (Full time and then part time after 4

Immediate opening! We are currently looking for a temporary Undergrad Program Secretary to fill a 6 to 8 week position. (Could be extended) Hours will start as full time (35 hours) and then drop to 24 hours per week after about 4 weeks. This position provides secretarial and administrative services to support the activities of the undergraduate programs and the Certificate of Applied IT in the School of Computer Science. Key Job Functions 1. Administrative Support

Acts as first line of contact for undergraduate students to the School and assesses the appropriate follow-up or referral needed

Proofreads and recommends changes to School recruitment literature for program requirement accuracy

Informs the Office Coordinator of potential course conflicts for future scheduling solutions

Schedules meetings and/or appointments for students’ consultations with an undergraduate academic advisor and tours for visitors and reports inquires to the Applied IT Program Coordinator

Assists with organizing, and participates in, special events hosted by the school

Maintains current office hours and contact information of current instructors

Gathers data for reports (i.e. IQAP) upon request

Maintains current contents on undergraduate bulletin boards and displays

Updates the advising hours, and other undergrad related web content for the unit

Assists current students with program policies, procedures and requirements

Provides administrative support to the undergraduate chair, undergrad curriculum committee and School director (Preparing documents for the meeting and recording minutes; typing; collating; corresponding; photocopying, etc.)

Assists in maintaining the office procedures manual

Distributes announcements to students for seminar events and career opportunities

Monitors and maintains the office supply inventory and replenishes when necessary

Receives and distributes the office mail 2. Undergraduate Programs Support

Maintains student files both physically and electronic

Reviews student academic records to inform academic advisors on possible solutions to issues presented in advance of appointments.

Searches program policies and relevant university regulations and bylaws in order to assist program chairs and faculty with their queries

Liaise with relevant departments with respect to student matters (appeals, change of program, transfers etc.)

Assists the Undergraduate Chair and Associate Chair in completing and processing student forms related to appeals, grade changes and co-op

Updates and distributes class lists for faculty members and lab instructors

Liaises with Registrars, Cashiers, Career services, Enrolment management, and the Associate Dean’s office on undergraduate affairs Coordinates the Student Evaluations of Teaching each term

Books rooms for courses related to midterms, make-up exams, and tutorials

Monitors, delivers and picks-up Student Disability Services exams

Sorts, files, and maintains office copies of undergraduate exams and course outlines

Compiles and mails distance Education course materials to off-site locations

Places textbook orders with campus Bookstore based on information collected from faculty 3. Applied IT Program Support

Provides general information on admissions and certificate completion requirements regarding the IT Program to potential student applicants

Responds to queries from students, sessional instructors, faculty and IT coordinator on admission and progress issues related to the certificate program

Coordinates meetings and schedules of the Applied IT program committee, and records meeting minutes

Coordinates with the Registrar’s office on course schedules and distance exams.

Photocopies, mails, and collects online exams with remote testing centers for distance IT courses

Monitors enrollment in IT courses and reports issues to the Director. 4. Other Duties Other duties as requested by the Director. Skills/Knowledge/Experience/Education required Essential Qualifications • Diploma in Office Administration and/or experience in an administrative support position as it related to the duties of the position • Experience working with on-line database applications (e.g. UWin student administrative system); • Ability to work independently and in a team environment • Accuracy and attention to detail; • Excellent interpersonal skills including a high degree of cultural sensitivity and awareness of cross-cultural issues • Excellent problem solving and organizational skills • Excellent organizational skills with the ability to multitask and prioritize within tight deadlines • Excellent interpersonal skills and excellent verbal and written communication skills; • Ability to exercise tact and diplomacy in all situations and the ability to maintain confidentiality • Knowledge of Computer Science programs • Proficiency in Microsoft Office (Word, Excel, Teams, PowerPoint, MSOffice 365); Preferred Qualifications • Knowledge of academic requirements and university policies • Working knowledge of website editing (e.g. Drupal) If interested and qualified, please email your resume to