Employment Opportunities

• Program Assistant

Program Assistant Position Description

Job Title: Program Assistant

Length of time: One year temporary opportunity 

Reports to: Program Officer

Jobs Reporting: None

Location: Master of Public Service program space, 180 King Street S., Suite 700

Primary Purpose: The Program Assistant provides a range of administrative services to facilitate the effective daily operation of the Master of Public Service program and its activities. 

Key Accountabilities: Administrative support; services to support the student experience; assistance with facilities management; support for marketing and communications initiatives.

1. Provides a range of administrative support services to the MPS program:​​

• 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, Arts Associate Dean, Graduate Studies 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;
• 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;
• 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 an exam proctor as required;
• Keeps an up-to-date record of student resumes, workshop attendance, mock interview attendance, meetings with the 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.

2. Provides assistance in developing and maintaining positive student relations:

• Serves as the initial program contact for current MPS students;
• Assists with academic advising services to enhance student academic success, satisfaction, and employment opportunities; 
• Provides up-to-date information on all services that the university offers students including (but not limited to) benefits coverage, financial aid, and university events; sends messages/reminders to students advising them of these opportunities 
• Prints materials for students when student printer is temporarily unavailable;
• Acts as intermediary between students and the Registrar’s Office, Student Awards and Financial Aid, Graduate Studies Office, Centre for Career Action and Co-operative Education to help resolve issues as required; ensures student records are complete and accurate;
• Works closely with the Graduate Studies Office and others as appropriate to ensure efficient student processing and issue resolution with regard to grade submissions, academic appeals, and scholarship administration.

• Monitors condition of facility kitchen/lounge, in-suite washrooms and other facilities; ensures that cleaning service is adequate; reports concerns to Program Officer;
• 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;
• Ensures all incoming mail is handled in a confidential and timely manner; receives packages from delivery personnel.  

4. Supports students in professional development activities:

• Assists students with employment searches (after co-op) by distributing relevant job opportunities;
• 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;
• Arranges professional headshots of MPS students by Creative Services’ photographer;
• Provides on-site assistance for the Program Officer at special events throughout the year including after-hours and out-of-town events; 
• Works closely with the MPS  student association to organize on campus and off campus events.

Nature and Scope:

• Interpersonal Skills: The Program Assistant must have the ability to communicate well, both verbally and in written form. S/he must relate well to various types of people with various levels of authority. Internally, communicates with faculty members and Program Officer to respond to inquiries from different stakeholders: students, Registrar’s Office, internal staff, Graduate Studies Office, Dean of Arts Graduate Office, Co-operative Education and Career Action, Arts Computing Office.
• Level of Responsibility: The Program Assistant is the initial program contact for current MPS students. S/he receives supervision from the Program Officer when in need of guidance.
• Decision-Making Authority: Makes straightforward decisions based on adequate information; deals with exceptions using clearly specified rules; makes decisions by weighing several factors, some of which are partially defined and entail missing pieces of critical information; supports and acts on decisions. 
• Physical and Sensory Demands: This role could involve interactions with people who are upset or angry (i.e., occasional emotionally-charged issues with students), occasional irregular hours or schedules, and multiple and/or tight deadlines throughout the academic cycle.
• Working Environment: Regular working hours, some evening/weekend work required

How to Apply:

Please send your application to Sheila McConnell, the MPS Program Officer, by Friday, July 18th.