Position: INED96

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Position Description

A. Information:

Position Title: / Program Assistant
Position #: / INED96
Category: / Program Assistant
Derived From: / Secretary and Office Clerk (c)
Instruction/Support Area: / Homestay, International Education
Division/Department: / International Education
Reports to: / Manager, International Education
Positions Supervised: / None, may show others how to perform tasks
Affiliation: / CUPE, Local 15 – VMECW
Pay Grade: / 17 + 5% language premium
Date Prepared: / May 31, 2010 (revised October 6, 2014)

Position Summary:

Reporting to the Manager, International Education, this position provides secretarial and clerical support within the International Education Office for homestay and specialized programs such as SELP, Explore, Takudai and other contract groups. Position may perform other related tasks or ad hoc projects, as required.

A.  Duties & Responsibilities:

1.  Assists in the Homestay Department by providing clerical support and processing student, host and miscellaneous payments (50%):

Processes payments

·  Receives, processes, and enters student, host, and miscellaneous payments and payment information into the Banner database.

·  Creates cheques, lists, reports using Banner. Maintains applicable records.

·  Communicates with students, agents, parents or school boards to follow-up on outstanding advances and processes accordingly upon receipt of payment(s).

·  Prepares and maintains payment charts to track invoices to school boards and payment schedules of students.

·  Liaises with Finance Department to reconcile payments or receivables in student accounts.

·  Prepares homestay invoices using prescribed templates, for local and overseas agents, as required.

·  Processes refunds to third parties (e.g. agents) and collects refunds from host families, as required.

·  Cancels disbursement cheques to host families and notifies Finance Department, as required.

Clerical support

·  Gathers and/or transmits information via phone, mail, e-mail, or in-person, either to or from host families, students, staff or others, as directed by the Manager and Coordinators.

·  Processes incoming student or host applications and follows up with third parties as required.

·  Enters and updates information regarding students, groups and host families into the Banner database including student-host family assignments.

·  Under the direction of the Manager, ensures that application/information packages for students and host families are up to date and that adequate mailing copies are on hand.

·  Under the direction of the Manager, creates and updates departmental forms and ensures that adequate numbers of forms, labels and lists are appropriately filed and accessible to all staff.

·  Assists in the coordination and organization of department mail-outs by organizing mailing lists and materials, generating labels and stuffing envelopes, as required.

·  Uses Banner to print placement lists, labels, reports and letters.

·  Word-processes and produces various documents such as memorandums, correspondence, or written reports, as required.

·  Maintains student, host family and program records according to established record maintenance schedule policies.

2.  Under the direction of the Manager, provides secretarial support to specialized programs such as SELP, Explore, Takudai and other contract groups (20%):

·  Word-processes and produces various documents such as service contracts, contract instructor and staff agreements/forms, special lecturer honorariums, and other routine correspondence.

·  Customizes program schedules according to specifications as outlined by Program Coordinator and/or Manager. Specifications tailor to each group’s educational, recreational, and budgetary requirements.

·  Maintains records relative to coordinators, instructors, cultural assistants, assignments, working schedules, salaries and other related information for contract groups and programs.

·  Assists in organizing program events and cultural or recreational activities including, but not limited to room and venue bookings, catering, invitations, gifts, liaising with vendors and other logistical details. Opening/closing ceremonies, Christmas and Halloween parties are examples of such events.

·  Reviews and revises student handbooks, program and homestay application forms, waiver and consent forms, and other program material, as required.

·  Liaises with Continuing Studies to channel students from contract groups into established CS programs such as LEAP or STEP. Exchanges routine student information.

3.  Provides routine reception duties in the Department (10%):

·  Receives and responds to general inquiries from current and potential host families, students and the general public regarding the Homestay and special language programs, policies and procedures. Makes appropriate referrals to other College departments and resources, as required.

·  Screens and processes telephone calls and email messages and responds to them according to established policies and procedures.

·  Refers difficult or unusual problems/situations to Manager, International Education or Coordinators.

4.  Assists in the preparation and maintenance of International Education Department financial records and processes (10%):

·  Assists in monitoring, projecting and updating program budgets in conjunction with Program Manager. Maintains revenue and expenditure summaries to support budget and income projections.

·  Initiates and processes routine financial procedures including, but not limited to cheque requisitions, purchase orders, timesheets and payroll forms, and petty cash slips for Supervisor’s authorization.

·  Liaises with contract staff, cultural assistants, special guests or external vendors to complete financial processes.

5.  Performs general office duties and maintenance (5%):

·  Processes and prioritizes incoming/outgoing mail and initiates action where appropriate in a timely manner.

·  Completes purchase order requisitions for authorization.

·  Photocopies, distributes and files documents as required.

·  Maintains office files, ordering office supplies, and overseeing maintenance of office equipment.

6.  Performs other assigned duties as required (5%):

·  Shows others how to perform tasks using Banner.

·  Provides language translation, as required.

·  Trains, assigns work and oversees daily tasks of temporary clerical support staff and SWAP students, as required.

D.  Organization Chart:

E. Qualifications Required:

Education & Experience

·  Grade 12 completion supplemented by one year (1) business secretarial training with bookkeeping and/or office administration.

·  Two (2) years of related work experience in an office.

·  An equivalent combination of education and experience may be considered.

·  Advanced proficiency to speak, read and write in Mandarin Chinese (simplified and traditional).

·  Working knowledge of an integrated database system, such as Ellucian Banner, an asset.

·  Intermediate knowledge in the use of computer applications including: word processing (MS Word, Word Perfect), spreadsheet (Excel), and e-mail.

Skills & Abilities

·  Ability to communicate effectively in English and Mandarin Chinese, both verbally and in writing.

·  Ability to effectively provide information, assistance and related services to international students, faculty, host families, agents, staff and others.

·  Ability to prepare, maintain and process a variety of moderately complex office records, reports and files in accordance with prescribed practices and procedures.

·  Ability to organize and prioritize workload.

·  Proven customer service record that demonstrates a positive, open attitude and the ability to work across cultures.

·  Ability to multitask and work with frequent interruptions, while adhering to strict deadlines.

·  Ability to maintain confidentiality and handle sensitive information with discretion.

·  Effective interpersonal skills.

·  Excellent organizational skills and ability to pay attention to details.

·  Ability to work independently or as a member of a team.

·  Ability to operate various related equipment such as filing systems, personal computers, printers, photocopiers, scanners and fax machines.

·  Ability to work harmoniously with others.

·  Ability to perform arithmetic calculations.

·  Ability to interpret and apply College, government, and departmental policies, procedures, and guidelines.

Working Conditions

·  Given the increased departmental activities during the summer, vacation planning is generally not to include months from May to September.

F. Supervisor’s Approval:

I agree that the above accurately describes the duties and responsibilities of this position.

Signature: ______Date:______

(Supervisor/Administrator of position)

G. Incumbent Signature:

By signing below, I am acknowledging that I have read and understood the duties and responsibilities of this position.

Signature: ______Date:______

(Incumbent)

H. Human Resources Approval:

Signature: ______Date:______

(Human Resources Consultant)

POSITION # INED96