Support Position Description

Transcription

1 Support Position Description Position Information Update Only Classification Review Position Title Administrative Assistant Position # Department CDE Classification Level R2 Reports to Programs Administrative Assistant Effective Date June 1, 2012 Position Summary This position require multi-disciplinary skills to complete the following administrative duties: Briefly describe the main purpose(s) of the position Provides administrative support for the Masters of Education in Distance Education (M.Ed.DE), Post Baccalaureate Diploma in Instructional Design (PBDID), Post Baccalaureate Certificate in Instructional Design (PBCID), Post Baccalaureate Diploma in Distance Education Technology (PBDDET), Post Baccalaureate Certificate in Technology Based Learning (PBCTBL) and the Doctorate of Education in Distance Education (EDD) programs, and Centre for Distance Education (CDE). Responsible for the M.Ed.(DE), PBDID, PBDDET, PBCTBL and PBCID application processes. Assists with EDD application processes. Responsible for the maintenance of non-program student and application related administrative systems. Assists with maintenance of administrative systems for the M.Ed.(DE), PBDDET, PBCTBL, PBDID, PBCID and EDD programs, and CDE activities. Provision of advising to all students within the CDE programs in the absence of the Administrative Assistance. Primary back up support to the Administrative Assistant Administrative Activities for M.Ed.(DE), PBDID, PBDDET and PBCID, PBCTBL program students and nonprogram students.

2 Duties and Responsibilities Organize by key responsibility area and include % of time spent where possible (1) Contacts This position is the primary contact for all non-program students in the Centre for Distance Education (CDE). This requires an understanding of the entire process for the M.Ed.(DE), PBDID, PBDDET and PBCID, PBCTBL programs so that appropriate action can be taken on request, or an appropriate referral be made, if necessary. This position is one of the persons responsible for inquiries from students concerning all CDE programs. This requires extensive knowledge about the requirements for application, admission, and registration processes. In addition, one must have an understanding of the application for these programs to other disciplines in order to ask appropriate questions in order to determine whether the M.Ed.(DE), PBCID, PBCTBL, PBDDET or PBDID is the type of program the individual is interested in. Primary contact for coordinating non-program course registrations. Assists with EDD prospective student program inquiries. (2) Student Process This position is responsible for all student related application processes for the M.Ed.(DE), PBCID, PBCTBL, PBDID and PBDDET program and non-program student course registration processes. Assists with the EDD application processes. These activities include the following: Students Student Inquiries Responds to prospective applicant's queries regarding the M.Ed.(DE), PBDID, PBDDET, PBCTBL and PBCID programs. Informs students of all possible options available regarding M.Ed.(DE), PBDID, PBDDET, PBCTBL and PBCID programs. Organizes and mails CDE brochure, program information, application packages, other related documents and correspondence. Maintains prospective student lists (electronic files and Banner).

3 M.Ed.(DE), PBDID, PBDDET, PBCTBL and PBCID Program Application Accepts applications and maintains all application files for all CDE programs (electronic and hardcopy). Maintains stage of completion information of applicants for Admissions Committee. Prepares application files for Admissions Committee. Handles all follow-up questions as per status. Assists with the distribution of "mail-outs" to new program students with the information of various aspects of their program. Prepares transcripts and application documentation for filming. Non Program Students Enters new student change of information requests in Banner, up-dates Centre student records, and student address lists (smde, smde-p & smde-grad). Responsible for the following non-program student records: Enters final grades, new courses, and withdrawals/cancellations on electronic student tracking forms. Files course registration and withdrawal cancellation forms in student files. Advises non-program students on the availability of courses offered to them each semester (3 times per year). Maintains on a semester basis "wait list" for non-program students and offers space in courses, as space becomes available. Responsible for processing manual non-program student application forms. Responsible for the collection and processing of course registrations for non-program students. Confirms receipt of course registrations to non-program students. Confirms with graduate departments any MAIS, MHS, and MScIs Program student course registrations taken through the MEd program as a non-program student. Contacts non program students regarding NSF cheques, declined credit cards, and insufficient fees. Maintains on a semester basis: New non-program lists Student tracking forms Orientation list

4 Processes final grades from course Instructors and forwards Final Grade Reports to Registry. Student Services Provides in-depth information about CDE programs, which includes course options available for each program. Assists prospective students with interpretation of AU regulations, policies, and requirements. Refers student /prospective students appropriately to academic advisors within the M.Ed.(DE) and other programs as needed. Provides accurate information and appropriate referrals for financial assistance requests. Program Students This position is responsible for assisting with the administrative processes for the M.Ed.(DE), PBDDET, PBCTBL, PBDID, PBCID and EDD programs. These activities include the following: M.Ed.(DE), PBDID, PBDDET, PBCID, PBCTBL and EDD program students: Student Fees Student tracking (grades) Scholarship calculations alias lists Student Change of Information Course registration process Other assistance as required Student Fees Receives and processes all fees (application, and nonprogram student course registrations), and forwards to Finance Department for processing. Contacts and informs students regarding NSF cheques or insufficient fees. General Office Assistance Develops and maintains non program student electronic and paper flies. Assists with the maintenance of an integrated computer/paper filing system for the CDE and its programs. (i.e., student lists, scholarship, CDE related correspondence, etc.) Assists with the maintenance of student academic records (hardcopy and electronic). Primary back up support to the Programs Administrative Assistant.

5 Classification Factors Context and Complexity Requires extensive knowledge of all CDE programs (M.Ed.(DE), PBDID, PBDDET, PBCID, PBCTBL and EDD) and their processes. Coordinates all non-program course registrations with CDE Administrative Assistant, Finance Department, and Office of the Registrar. Must work on several diverse tasks at any given time, with frequent interruptions, routinely revising priorities, and continuing changes in procedures. Stress can be experienced. Responsibility for accurate and speedy processing is required in order to meet deadlines. The ability to work independently while recognizing the need for keeping others informed as required. The ability to manage many CDE activities and show initiative in problem solving. Must maintain a level of confidentiality and sensitivity as has access to confidential materials in the performance of responsibilities and must uphold the utmost degree of confidentiality and to conform to the regulations and guidelines as outlined in the University policies. Provides administrative support to the CDE Administrative Assistant. Must have excellent knowledge of AU policies and procedures in order to advise prospective and non-program students, or make the appropriate referral. Must have considerable experience and knowledge of Banner and all other computer systems required for gathering and storing student and program information. Must be able to obtain, assess, review and verify all information that relates to non-program students. Must demonstrate diplomacy and tact in all interaction with prospective and active students, Faculty and staff. Must maintain a degree of accuracy in gathering and recording student information. Must be able to make quick, responsible decisions and respond quickly to both routine and unusual requests.

6 Work Problems Extensive knowledge of all CDE programs (M.Ed.(DE), PBDID, PBDDET, PBCID, PBCTBL and EDD) in order to be able to handle general problems and circumstances associated with the program. Must also be able to recognize when student problems or concerns are to be referred to Administrative Assistant or Centre Faculty. Must be able to differentiate between providing information, advising and counseling, and to direct questions to appropriate individuals. Each student contact will provide a unique situation requiring diagnostic, interpretive, evaluative and productive thinking. Analyze and resolve general problems arising from student inquiries or concerns in a punctual and appropriate manner. Extensive knowledge of existing or CDE program requirements, policies, procedures and regulations. Must be able to organize work on an hourly, daily, weekly, and monthly basis to ensure efficient and timely processing of documentation and setting of priorities. The volume of this position will be continually expanding with the growth in the number of courses and programs offered through the CDE. Must be able maintain a high degree of accuracy while meeting deadlines. Must demonstrate excellent customer service skills. Authority Responds to requests concerning the CDE programs. When required, consults with appropriate Centre professionals or Administrative Assistant to complete the request. Exercises independent judgment and decision-making abilities in the interpretation and communication with students and prospective students or when required, consults with appropriate Centre professionals to complete the request. Collects and processes program application and nonprogram student course registration fees. Takes responsibility for the organization of personal workload in order to maintain deadlines. Responsible for the accuracy and integrity of information relayed to prospective. Non program students and other organizations as error can have an impact on the University and CDE. Works independently under a minimal amount of supervision. Errors in entering information in Banner and computer programs will have a serious impact on information provided to students and student program planning.

7 Contacts and Communication Communicates with all levels of CDE staff (management, academic, professional and support) on matters relating to all CDE programs. Considerable contact with prospective and non-program students, providing administrative assistance for either their program application or non-program course registrations plans. Communicates with program students when providing assistance to the Programs Administrative Assistant Daily contact with students, prospective students. Will have access to extremely confidential material and must adhere to guidelines and procedures established by AU in accordance with FOIP. Signatures for Section I Incumbent's Signature Supervisor's Signature

8 Section II Qualifications Includes education, experience, skills, abilities and any other special qualifications required. The qualifications relate to the position not the incumbent 1. Two year diploma or an equivalent of a minimum of 5 years work experience in an area related to the program experience in working with graduate students; and with external organizations, institutions, etc. Equivalent education and experience m a y be considered. 2. An advanced working knowledge of Microsoft Word, Moodle Learning Management System, Banner, Degree Works, Internet and electronic mail. 3. Considerable experience in the AU environment with exposure to AU systems: Banner, Library systems, Registry systems, Learning Services (Tutorial) systems, Finance systems, Media Production and Course Materials. 4. Excellent interpersonal administrative time management and organizational skills. Must be able to coordinate several activities at one time, maintaining high degree of accuracy and meeting deadlines. 5. The ability to work independently. 6. The ability to show initiative with problem solving. 7. The ability to work effectively under pressure with various circumstances as they arise. 8. Expected to have excel lent oral and written communications skills necessary in order to perform duties and responsibilities associated with this position, as well as a friendly telephone demeanor. 9. Ability to work as part of a tea m to facilitate the student s learning process. 10. Extensive knowledge of AU's policies and procedures, especially those that pertain to the CDE programs. Signatures for Sections I and II Department Head Signature Executive Officer Signature Human Resources Review