17 Oct

Program Assistant Jobs Vacancy in Durham College Oshawa

Program Assistant
Durham College
Oshawa ON
17 Oct, 2018 30+ days ago

Durham College Oshawa urgently required following position for Program Assistant. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

Program Assistant Jobs Vacancy in Durham College Oshawa Jobs Details:

Durham College is an equal opportunity employer and welcomes applications from qualified individuals, including members of visible minorities, Aboriginal peoples and persons with disabilities.

Program Assistant


TEMPORARY (X) October 2018 – March 2019


Payband: E
Salary: Starting Rate: $24.63; Four Year Rate: $28.55
Department: School of Continuing Education
Hours: 35 hours per week (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm)
Reporting To: Senior Operations Manager
Campus Location: Various location throughout Durham Region



  • Download host college course outlines from the OL admin area and upload Durham-hosted course outlines to the MyCampus site each semester.
  • Prepare and maintain specialized reports and lists in Excel.
  • Process monthly faculty payroll.
  • Register students into courses.
  • Process and submit student marks to Banner.
  • Process, record, and forward grade changes to the SES department.
  • Prepare for start-up of a semester/course.
  • Create CRNs and input course information into Banner and for courses being offered in all semesters.
  • Generate and manipulate various forms from OntarioLearn, Banner and SQL (e.g. Course Notification Forms, class lists, instructor/exam labels, daily program stats, course equivalencies and prerequisite checklists).
  • Distribute course calendars, subject outlines, and other information as requested by students, faculty, outside agencies, and partner colleges.
  • Order and maintain supplies necessary for course delivery.
  • Co-ordinate distribution of mailed materials to students and external agencies.
  • Order and pick up materials from Print Shop.
  • Process registrations, transfers, and withdrawals, and forward to SES and OntarioLearn (where necessary).
  • Process Second Career student proposals and registration under guidance of Program Manager.
  • Review and update program specific information on the Continuing Education website and calendar.
  • Create and maintain binders for filing of administrative paperwork (e.g. faculty contracts, student withdrawals, class postponements and other information pertaining to each individual course).
  • Prepare specialized administrative work specific to the assigned program areas (e.g. CGA, CPA).
  • Organize and update course packages for correspondence and in-class courses.
  • Organize, maintain, and schedule exams for students.
  • Update textbooks in Bookware for each semester.
  • Order and distribute desk copies for instructors.
  • Create and distribute instructor teaching contracts with guidance from the Program Manager.
  • Prepare invoices to Ontario colleges for courses hosted by Durham College.
  • Verify invoices from other colleges for accuracy of data.
  • Consolidate, verify, and submit School of Continuing Education MasterCard expenses to the Accounting Department.
  • Accept admission forms from students and review to ensure all information is provided.
  • Escalate to Program Manager if necessary. Notify applicants of their status.



  • Communicate with other staff in Continuing Education office on a daily basis regarding courses, student exam/marks, and other issues.
  • Notify staff in Continuing Education, and SES as necessary, of any class cancellations, postponements, or other changes.
  • Communicate with SES regarding student issues, grade revisions, withdrawals, refunds, and transfers.
  • Communicate with Accounting Department regarding issues such as student receipts, payroll, and expense forms.
  • Communicate with the Bookstore regarding course textbooks and supplies.
  • Communicate with other college schools regarding their programs and student concerns.
  • Attend PAC meetings when appropriate and share School of Continuing Education activity.
  • Meet with the Director/Managers and other Program Assistants on a regular basis regarding operational policies and procedures to ensure accuracy and relevancy.
  • Liaise with the ASC regarding students’ testing needs.
  • Inform clients and instructors of all college and OL policies and procedures.
  • Liaise with test center staff regarding exam schedules and bookings.
  • Advocate for students in student success related matters with internal and external partners.
  • Work with Program Manager to resolve complex issues that occur with students.


  • Participate with Program Manager in faculty interviewing process.
  • Communicate with faculty regarding student issues, enrolment numbers, payroll, marks, assignments, exams, test center procedures, cancelled classes, and general enquiries/policies/procedures.
  • Follow up on outstanding student marks.
  • Communicate updates such as change to classroom or new processes.
  • Provide basic technical support for applicable online learning management platforms and the OL grade system.
  • Assist with the annual instructor workshop.


  • Provide information to current and potential students by phone, email, in-person, and live chat regarding a wide range of issues including course information, programs, registration, withdrawals, fees, timelines, and policies of the college
  • Support students on technical issues such as login, course navigation, hardware/software requirements, and preferred browsers to use.
  • Assist Program Manager with marketing efforts including digital and print-based projects.
  • Email students with important information regarding their courses at startup and exit.
  • Refer students to appropriate college resources such as ASC, SALS, and financial aid.
  • Investigate and follow-up on student complaints, concerns and questions, resolving when able to do so, or escalate issue to Program Manager.
  • Act as a liaison between students and instructors when necessary.
  • Support students by outlining academic plans, including preliminary student audits, based on program of study information and with guidance from Program Manager.


  • Liaise with external organizations in the incumbent’s program area to provide or receive information and assist as needed.(e.g. CGA, CPA, HRPAO, OAHI)
  • With student consent, meet with external agencies (MTCU) to explain Second Career student academic status, academic policy, student rights and responsibilities, academic options, and progress reports.
  • Communicate with OntarioLearn counterparts when necessary.
  • Communicate with publishers to resolve textbook issues.


  • Minimum of two year diploma in Business, Office Administration or related.
  • Minimum three years practical experience in an office setting/customer service area.
  • Knowledge of e-learning platforms or online courses would be an asset.
  • Experience in an academic office, particularly an online educational department would be an asset.
  • Familiarity with e-learning platforms and online courses a significant benefit.
  • Knowledge of program areas offered by Continuing Education is an asset – Business and Computers, Health and Community, Art and Design.
  • High level of communication skills, both written and verbal.
  • Ability to work well under pressure in a busy and high volume environment.
  • Adaptability, flexibility, and innovative problem-solving skills.
  • Strong organizational and time management skills in planning, executing, and completing tasks.
  • The ability to work well both independently and as part of a team.

Durham College provides accommodations to applicants with disabilities throughout our hiring process. If you require this information in alternate format; require communication supports; an accommodation in applying for a posting and/or if you are selected for an interview, please contact our Human Resources (HR) department and an HR assistant will work with you to meet your needs.

T: 905.721.3073
F: 905.721.3134
E: HumanResources@durhamcollege.ca

In person: Campus Corners building, 2069 Simcoe Street North, Oshawa, Ont.

Please apply below by submitting your cover letter and resume to the online portal. Applications will be accepted until 4:00 pm on October 22, 2018.

We thank you for your interest in employment with Durham College however, only those candidates selected for an interview will be contacted.

Required Skills

Required Experience

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