Program Assistant, Work-Integrated Learning (WIL) Document Services

Position Summary

Support Staff Full-time Replacement Position

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

The Program Assistant supports the Work-Integrated Learning (WIL) Document Services department by providing WIL-related services for incoming and returning students. The incumbent is responsible for communicating requirements to students, scanning/shredding documents, entering data into the H.S. Trax system, and monitoring, and maintaining the College wide WIL database. The incumbent displays general knowledge of programs and services, as well as specific program requirements related to WIL Document Services. The Assistant will liaise with the administrative support team to create an environment of teamwork, while providing customer service to the students, faculty, and guests of the College.

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement with three days on-site at the Doon campus located at 299 Doon Valley Drive in Kitchener (campus location rotates approximately once a week) and two days remote. The shift is Monday-Friday, 8:30am-4:00pm or 9:00am-4:30pm.

Responsibilities

• Responding to inquiries from prospective and current students
• Completing processing of documentation submitted for non-health requirements, including data entry, scanning, and filing requirements
• Completing second check process for documents processed by other Program Assistant staff
• Assisting the WIL Nurse with booking student appointments, preparing WIL packages for appointments, and completing second check reviews of WIL Nurse for health-related requirements
• Providing general support for program faculty and placement officers as it relates to WIL requirements and general program operation
• Monitoring student compliance with WIL requirements as part of document processing, and reporting non-compliance to Nursing Placement Office and/or WIL Nurse
• Assisting with the coordination and distribution of WIL packages for new and returning students
• Entering Respirator Fit Testing and TB Testing Sessions into the Student Information System (SIS), allowing student registration via the student portal; Completing grading post clinic in Employee Portal
• Assisting with signing students in at Respirator Fit and TB testing clinics, reviewing program matrix and HSTrax for previous testing information, advising students if a second (2nd) test is required, entering testing information into HSTrax, and ensuring paperwork is filed correctly
• Maintaining privacy and confidentiality of student’s personal health information
• Developing and maintaining a strong knowledge of programs and services within the College in relation to facilitating student appointments with the WIL Nurse; Greeting and assisting visitors, triaging in-person and telephone inquiries, handling questions, and providing information
• Answering WIL requirements-related inquired for students
  
  

Qualifications

• A minimum two-year diploma in Office Administration, Business Administration, or Health Sciences is required
• A minimum of two years of practical office experience with strong customer service support is required
• Experience working in an educational institution is considered an asset
• Working knowledge of the following systems – HSTrax (Health Information tracking system) and Student Information System (SIS) would be considered an asset
• Familiarity with medical terminology an asset
• Problem solving ability and evaluation skills are required to understand and respond efficiently and appropriately to questions
• Excellent organizational skills to manage workload and deadlines
• Excellent computer and analytical skills and strong attention to detail
• Ability to utilize computer tables and databases
• Excellent communication and human relations skills to communicate tactfully, courteously, and effectively
• Ability to work under pressure and on multiple tasks simultaneously
• Ability to operate with a considerable degree of independence and initiative