Description:
This position reports to the Work-Integrated Learning (WIL) Manager in the Faculty of Health Studies. The WIL Administrative Assistant provides transactional administrative and operational support to the WIL team and WIL Manager. This position independently executes cyclical operational and administrative activities and is delegated additional tasks that support key functions in the WIL area needed for successful student placement. Other related administrative support duties will include file management, and support to other administrative positions, including assisting in reviewing ongoing processes and updating them as directed.
HOW YOU'LL MAKE A DIFFERENCE:
- Support the cycle of recurring business activities by using excellent verbal and written communication skills to answer internal and external inquiries of the WIL area.
- Provide support for the purposes of assisting with workflow within the WIL placement team.
- Create brand-compliant documents and functional spreadsheets that facilitate streamlined and transparent work.
- Record management of required documents.
- Leverage technology and provide recommendations to improve administrative procedures, processes, and engagement.
- Prior to student placement, monitor student To Do Lists as per WIL processes.
- Ensure clear communication with WIL team and Program areas regarding student placement requirements.
- Provide administrative support to the WIL team through document formatting, creating reports using relevant software systems (e.g. HSPnet, People Soft)
- Understand the importance of this role to the engagement of faculty, staff, students, and external stakeholders.
WHAT YOU BRING:
- A related diploma or certificate. Equivalencies with similar education and/or experience may be considered.
- 3+ years administrative experience related to WIL in a post-secondary environment.
- Advanced knowledge of Microsoft Office, People Soft, Excel, Access, or other databases.
- Previous experience working with Moodle, HSPnet, and Connect Care is an asset.
WHAT MAKES YOU A DIFFERENCE MAKER?
- Cultural sensitivity and the ability to work with a diverse population.
- Knowledge and application of equity, diversity, and inclusion in practice.
- Understanding of administrative processes and procedures.
- Records management maintenance experience.
- Time management with the ability to prioritize tasks.
- Problem-solving ability.
- Function with minimal supervision and a high degree of self-initiative, accuracy, tact professionalism, and sound judgment.
- PeopleSoft and Moodle knowledge.
- Experience working in an educational setting is an asset.
- Knowledge of FOIP and proven experience in dealing with highly confidential information.
- Ability to collaborate with program leaders as a highly valued partner and to determine synergies and needs across the faculty and programs.
- Demonstrated capability to work with peers and support other portfolios.
- Independent to complete tasks. Works collaboratively with the team.