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

• 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

• Maintains student files both physically and electronic
• Reviews student academic records to inform academic advisors on possible

• 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

• 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

• 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.

• Diploma in Office Administration and/or experience in an administrative support position as it related to the duties

• 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);

• Knowledge of academic requirements and university policies
• Working knowledge of website editing (e.g. Drupal)

Impact Staffing