Experiential Learning Assistant (Trent University Durham)

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****Please visit https://www.trentu.ca/humanresources/employment-opportunities/non-academic-positions to apply for this job. Applications submitted directly via job boards will not be accepted.****

Job Purpose:

Under the guidance of the Team Lead, Workplace Partnerships & Experiential Learning, the Experiential Learning Assistant performs a range of clerical and administrative services to support the student placement process.

The Experiential Learning Assistant assists with the organization and execution of the placement process. This may include communicating with agency, faculty personnel and students as well as recognizing and problem solving placement conflicts, in consultation with the Team Lead, Workplace Partnerships & Experiential Learning. The Experiential Assistant is also the main point of contact in regards to Academic and Non- Academic placement requirements.This includes reviewing course lists, liaising with students and creating and updating blackboard and online databases to ensure students meet all academic & health and safety requirements prior to attending all placements.

In order to provide effective and efficient services it is expected that the incumbent provide timely service to clients, maintains confidentiality, and use diplomacy and tact regarding internal and external relations.

Key Activities:

Administrative & Student Support for Placement Coordination

1. Enters, organizes and tracks placement requests for all relevant placement programs into the databases in collaboration with the Team Lead.

2. Enters and edits information including updating course information, cohort lists for all programs, ensuring faculty and student lists are accurate.

3. Liaises with organizations and students to confirm details of placement and student/ instructor orientation and onboarding processes.

4. Provides support to students throughout their placement search;

5. Outlines placement program requirements, steps and placement host requirements to students.

6. Assists students with their individual and program related goals for academic and career goals.

7. Prepares and distributes appropriate placement forms and request sheets.

8. Responds to relevant student placement requirements inquiries.

9. Collects and corresponds with students for testimonials on placement experiences.

10. Supports with student preparation for work integrated learning experiences by sharing preparatory activities with students, which cover topics such as resume and cover letter writing, job search methods, interview preparation, professionalism, social adjustment and appropriate work habits.

11. Answers instructor and student queries re: placements while forwarding any unresolved issues to the appropriate persons

12. Updates and tracks affiliation agreements and assists with signing process at Trent University. Reviews and maintains affiliation agreements with placement sites and acts as a liaison in collaboration with the Team Lead, for legal liability, liability insurance coverage, WSIB agreements (Work/Education Placement agreements) and authorizing signatures. Consults with university legal counsel and risk management as needed

13. Creates, maintains, and updates electronic databases for documents and mailings relating but not limited to experiential learning student stipends.

14. Maintains complete records and non-record filing systems for all required documentation (insurance, WSIB).

15. Assists in maintaining electronic database and hard-copy filing system for information about students, instructors and placement partner sites.

16. Maintains a tracking system to ensure placement requests are finalized in a timely manner, by completing follow-up outreach to placement hosts and students as required.

17. Notifies students of non-academic requirements of responsibilities in relation to the affiliation agreement such as confidentiality forms, certification of health and immunization requirements, additional agency-specific health requirements, orientation and computer training;

18. Maintains Blackboard pre-placement sites for placement courses;

19. Develops and maintains forms using existing templates for student placement processes, requests, and incident reporting. Posts and distributes forms and guidelines on Blackboard or via email;

20. Create a team of Peer Advisors who have had experiential learning experience and can be available to assist other students who are preparing for, and engaged in, experiential learning opportunities

21. Coordinates room bookings for placement orientation sessions, presentations, interviews etc.

22. Review and submit Insurance and CEWIL data to Risk Management.

23. Posts, updates, and ensures accuracy of placement postings as submitted by host agencies;

24. Assists Team Lead with maintaining accurate employer partner database

25. Completes clearance letters for students Police Record Checks.

26. Participates and assists with the planning and organizing of experiential learning related presentations and events.

27. Promotes and provides information about experiential learning on campus and through digital mediums.

28. Liaises with faculty to arrange and conduct in-class visits & presentations on program specific placement expectations.

29. Assists with the maintenance of the central experiential learning website, ensuring it is up-to-date.

30. Attends and participates in campus open house events and other student recruitment activities.

31. Guides and supports students on placement search strategies and career information through individual appointments.

32. Books appointments for the Team Lead, where necessary.

33. Maintains a high level of professionalism when working with students, campus staff or external contacts to the University and acts as an ambassador for Trent University Durham GTA.

34. Supports Team Lead on special projects on an ad hoc basis.

35. Other related duties as assigned.

Education Required:

College Diploma (2 year) in Business Administration, Office Admin Services or related field.

Experience/Qualifications Required:

· Minimum two years of experience in client service and administrative work in a busy environment with a diversity of people and exposure to unexpected situations/requests; experience with developing and maintaining a database and ongoing database management (Orbis).

· Experience with problem solving, conflict resolution and maintaining confidentiality of sensitive information.

· Proficiency in the use of Microsoft Office, especially Outlook and Excel.

· High level organization and time management skills; ability to prioritize work.

· Must be able to carry out a client service approach and be able to balance tasks with frequent interruptions and requests for assistance.

· Excellent English, oral and professional written communication skills.

· Effective interpersonal skills; ability to work independently and as part of a team.

· Accuracy and attention to detail in collecting information and preparing documents and reports.

· Ability to work in an environment where diversity of people and situations are encountered.

· Self-starter with ability to work independently.

Job Types: Full-time, Permanent

Salary: $25.94-$30.63 per hour

Schedule:

• Monday to Friday

Application deadline: 2022-02-10