Job Description

Posting Number



Posting Number
SS0446


Position Information






Division
Arts, Sciences & Technology


Department
Arts, Sciences & Management


Supervisor Title
Dean, Faculty of Arts, Science and Management


Location
Comox Valley(CV)


Posting Type
Internal/External Posting


Position Status
Temporary


If Others, please specify



Desired Start Date
10/30/2023


Position End Date (if temporary)
04/30/2024


Weekly work schedule (please indicate the start and end times for each day of work)
Tuesday to Thursday 0830-1630


%
60


Pay Grade
F: $27.59-$29.28


Position Summary
The Departmental Support Assistant provides support for the Faculty of Arts, Science & Management. Under the limited direction from faculty, this position uses an advanced level of proficiency with Microsoft Office software and desktop publishing skill to format and process curriculum material, monitor copyright standards; provide exam analyses and any additional clerical support required within two divisions. The successful candidate will possess strong team cooperation, initiative, ability to work independently, and apply effective analytical thinking to solve problems.


Position Competencies

• Job Knowledge
• Judgment
• Teamwork
• Planning & Organization
• Customer Service Excellence
• Communication & Interpersonal Skills

Duties & Responsibilities

Processing and Formatting of Curriculum Material
1. Problem solves and assists faculty to better present curriculum material: i.e., layout design, graphics, charts, tables, or other formatting techniques to alter the visual impact of the material.
2. Uses advanced word processing and desktop publishing skills to format student manuals, exams, and other curriculum material.
3. Ensures style consistency and accuracy by proofreading and editing accordingly.
4. Identifies any course content inaccuracies to the faculty member and adjusts upon advice.
5. Confirms final draft with faculty and ensures all paperwork is completed including, but not limited to: print master submission form, copyright permission statement, bibliography spreadsheet.
6. Arranges for the printing and distribution of curriculum material with IMC.
7. Support program review process as required.

Monitoring of Copyright Standards
1. Ensures all curriculum material that includes copyrighted works is copied appropriately under license with Access Copyright or through direct permission from the copyright owner.
2. Assists faculty in determining whether the material may be copied under the limitations of the Access Copyright license, or not. If not, proceeds to act as liaison with IMC to acquire a transactional license; or, obtain direct permission to copy from the publisher/copyright owner.

Exam Analysis (Remark Office OMR )
1. Creates exam answer sheets in Microsoft Word and exam templates with Remark Office OMR software to generate Grade Reports and various other statistical analyses as requested.

File Maintenance
1. Organizes and maintains an electronic copy of curriculum material for future reference, as well as archived print masters.
2. Retains a copy of all copyright correspondence.

Provides clerical support to the programs within two Divisions: as noted.
1. Standard and advanced word processing: letters, development of forms, charts, spreadsheets, manuals.
2. Desktop publishing: newsletters, brochures, hand-outs.
3. Data entry.
4. Assists in disseminating department information.
5. Assists with the collection of data/information.
6. Assists in transcribing minutes, planning meetings, travel arrangements, booking appointments, and preparing and processing purchase requisitions as required.
7. Other duties as assigned.


Required Education & Experience

1. 1 Year post secondary education
2. Minimum of two years of current related experience, preferably in a post-secondary environment.


Required Knowledge Skills & Abilities

1. Advanced proficiency with Microsoft Office software: Word, Excel, Access.
2. Excellent written communication skills with a thorough knowledge of business English, spelling and punctuation.
3. Ability to work independently, display initiative, and apply effective analytical thinking to solve problems.
4. Excellent organizational and time management skills with the ability to plan and prioritize tasks, and efficiently meet deadlines.
5. Ability to demonstrate effective team behaviours, such as cooperation, active listening, tact, good judgment, and diplomacy.
6. Knowledge of copyright standards is an asset.


Special Instructions to Applicant
Please scan copies of your transcripts into one document for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution.


Posting Detail Information



Posting Open Date
10/17/2023


Posting Close Date
10/23/2023


Open Until Filled