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Online Studies Program Assistant

Seneca College of Applied Arts and Technology - Newnham, TAS

Administration & Secretarial
Source: uWorkin


Full Job Description
Posting Date (E):
April 9, 2021

Closing Date (E):
April 15, 2021

Pay Range:
Payband E - $25.63 - $29.71 (start rate:$25.63)



Monday to Friday, 9:00AM - 5:00PM

Contract Start Date (if applicable):Contract End Date:Position Summary:
Reporting to the Manager, cFLEX (Online Studies), the incumbent provides customer service and administrative assistance for day-to-day operations in the Online Studies department within the Faculty of Continuing Education and Training. The incumbent plays an integral role in: initiating and/or answering inquiries from stakeholders like students, facilitators, OntarioLearn partner colleges, invigilators and so on; initiating course start-up and end of course activities; monitoring and working to meet important course start dates, deadlines and exam schedules; tracking student exam activity;; accessing the grade breakdowns and disseminating grades to Program Managers or Coordinators; maintaining Online Studies departmental information in an accessible and organized format.

Customer Service
Provides general and specific information regarding Online Studies, the Faculty, and the College, answering inquiries made by current and prospective stakeholders like students, facilitators, invigilators, etc., on matters such as course availability, registration details, course access, course expectations, modes of evaluation, exam arrangements and grades.
Redirects inquiries to Academic Program Managers, Coordinators, Registration Office, other registering colleges, etc., when necessary
Responds to complaints or requests for special consideration made by current students regarding course delivery, exam arrangements, etc., or escalates to appropriate Coordinator or Manager.
Liaises with OntarioLearn partners to deliver Online Studies courses, and to manage and resolve day-to-day issues.
Supports information flow to the Faculty and other areas of the College.

Coordinates Course Start/End Activities
Monitors and works in accordance with important course start and end dates, deadlines, and exam schedules.
Runs queries, assembles and organizes data to determine things like class lists, facilitator assignments, or other relevant information, which may be distributed to other departments or partner organizations or may be used to guide the preparation of packages for distribution, such as distance learning packages to students.
Collects approved exams and tracks exam-related activities, such as requesting and/or uploading exams for OntarioLearn, confirming arrangements for early and deferred exams, etc.
Accesses, downloads and saves grade breakdowns and disseminates grades to Program Managers or Coordinators.
In the absence of the Systems Coordinator, runs enrolment/withdrawal queries, assembles and organizes data to submit to OntarioLearn.

Administrative Support
Creates and submits payable invoices; submits receivable invoices, purchase requisitions, standing orders; Investigates and resolves any discrepancies in collaboration with the OL partner colleges; executes printing requests; tracks and orders office supplies, including textbook inventory; verifies course details and creates and submits contracts accordingly.
Provides Faculty information and guidance to students, staff, and the public
Participates in OntarioLearn, Online Studies, Faculty, College and sector meetings, committees, and events.
Develops systems to maintain current and archived department materials that are easily accessible to other appropriate individuals within the Faculty.
Other duties as assigned

Minimum of two (2) year diploma in Office Administration or equivalent. If education is in another field of study, state how it is related.
Minimum of three (3) years of demonstrated customer service and office administration experience.
Superior written and verbal communication skills
Advanced MS Office user, including spreadsheet and word processing skills
Aptitude for learning and applying new technologies such as Blackboard, Examity, OntarioLearn portal
Demonstrated ability to work both as part of a team and individually with minimal supervision
Awareness of adult learning/instructional design principles is an asset
Experience supporting distance students and/or programming is an asset.

Note: A skills assessment test will be administered during the recruitment process.

Seneca is committed to diversity and encourages applications from qualified candidates, especially Indigenous persons, members of sexual minority groups, visible minorities, women, and persons with disabilities. View Seneca's Diversity Policy.
Note: Seneca requires copies of educational credentials at the time of an interview. Confirmation of educational credentials in the form of an official Canadian transcript or an official evaluation of international credentials which determines Canadian equivalency will be required upon hire.
We thank all applicants for their interest in this position, however, only those selected for an interview will be contacted.
Job Category Continuing Education
Location Newnham Campus
ID 1862