University of Waterloo

  • Program Assistant, MPS

    Requisition ID
    2018-3545
    Job Category
    Administration
    Department
    1825 - Political Science
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $41,377 - $51,721
  • Overview

    Term: 18 months (approximately)

     

    This position provides administrative and event support for the Master of Public Service (MPS), an interdisciplinary graduate co-op program within the Faculty of Arts that resides under Political Science. The incumbent is the frontline resource for current and incoming students in MPS whom directly assists the MPS Program Officer and works closely with the MPS Director and professors, Arts Computing Office, Graduate Studies and Postdoctoral Affairs, Co-op Education and the Centre for Career Action, and the UW library. The incumbent assists with student records, graduate applications, admissions, classroom management, professional development, and event management for the program.

    Responsibilities

    Administrative

    • Assists with all administrative aspects of the Master of Public Service program, including course management, course logistics, and enrolment metrics
    • Ensures student records are accurate and up-to-date for use by Co-operative Education and the Centre for Career Action, Arts Associate Dean, Graduate Studies and Postdoctoral Affairs Office, and the Registrar’s Office; ensures necessary forms are completed and submitted
    • Creates/updates the MPS Student Handbook that provides detailed information about the program and the university and is given to students before they begin the program
    • Provides clerical support to faculty, including course announcements, lecture notes, and exam notices; ensures class material is uploaded onto Waterloo LEARN; photocopies class material; acts as exam proctor as required
    • Keeps an up-to-date record of student resumes, workshop attendance, mock interview attendance, meetings with Centre for Career Action, co-op applications, co-op interviews, co-op positions, job extensions, and post-grad positions
    • Schedules temporary office space for program instructors and guests of the program
    • Ensures that equipment is in optimal working condition for classes and general student use (IT/AV, photocopier/fax, kitchen, etc.)
    • Orders and maintains appropriate supplies for program operations
    • Prints materials for students when student printer is temporarily unavailable
    • Ensures all incoming mail is handled in a confidential and timely manner; receives packages from delivery personnel

    Events

    • Organizes the logistics and travel of public service guest speakers for classes; coordinates with the course instructor to ensure appropriate timing
    • Assists with on-site technical support for professors, students, and guest speakers; acts as an intermediary between ACO and students for technical issues that cannot be readily resolved
    • Assists with the coordination of MPS Talks, an annual event where senior students give mini talks about how to be successful during the co-op process and at work
    • Manages rsvp lists, catering orders, and arranges photographers for events
    • Provides on-site assistance for the Program Officer at special events throughout the year including several large-scale after-hours and out-of-town professional development events with students, alumni, and government officials
    • Works closely with the MPS student association to organize on campus and off campus events

    Admissions

    • Assist the Director and Program Officer to review applications via the OnBase system
    • Calculates averages of all the applicants’ transcripts
    • Download admissions extracts for use in the committee review process
    • Assist in the acceptance/denial process using Onbase
    • Communicates with applicants in a manner that demonstrates thoughtfulness, professionalism and thorough knowledge of the program

    Professional development

    • Assists students with employment searches (after co-op) by distributing relevant job opportunities
    • Arranges professional headshots of MPS students by Creative Services’ photographer
    • Assists with student success coaching services to enhance mental health among students, academic success, satisfaction, and employment opportunities
    • Assists Program Officer with the alumni mentorship program by keeping an up-to-date list of mentors and recommending potential alumni and student matches based on interests/career goals
    • Maintains a database of MPS alumni with a list of all their held positions; university stakeholders; and past, current, and prospective employer contacts; and sends marketing material to these contacts on advisement by the Program Officer
    • Assist the Program Officer with maintaining alumni engagement

    Qualifications

    • University degree or equivalent education and/or experience
    • Extensive knowledge of the University of Waterloo and all policies and procedures related to students and admissions is required with preference to applicants who possess a thorough knowledge of the intricacies of Master of Public Service program
    • Experience assisting with providing support to the daily operations of a student-based work environment, preferably professional graduate programs
    • Strong grasp of university transcripts and the ability to calculate averages
    • Experience responding to stakeholder inquiries and escalating to the appropriate individual
    • Experience with executing events including managing rsvp lists and ordering food/supplies
    • Familiarity with the policies and programs for graduate programs is an asset
    • Demonstrated ability to thrive in, and contribute to, an integrated and collaborative team environment and to apply a calm, positive team approach to working with colleagues
    • MS Word – Basic experience with Microsoft Word
    • Excel – Basic experience with Microsoft Excel
    • PowerPoint – Basic experience with Microsoft PowerPoint
    • Social media platforms – Intermediate experience with common platforms including Instagram, Twitter and Facebook
    • PeopleSoft / DMS – Experience using online Student Information Systems and DMS is an asset
    • Some evening/weekend work required

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