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Program Assistant (Education)

Please see Special Instructions for more details.

This position will be until January 12, 2024 or until the permanent incumbent returns.  

This position will remain open until filled; however, the first review of applications will begin on May 29, 2023.

Posting Details

Position Information

Position Title Program Assistant (Education)
Position Summary
The School of Education and Trades is seeking a term-certain, full-time Program Assistant from June 12, 2023 through to January 12, 2024. (approx. 7 months). The Program Assistant is responsible for providing administrative support to programs within the designated portfolio. This position acts as the front-line support for student inquiries and will provide program-specific information as required.

This position coordinates the timetabling process and timetable entry as well as provides project administrative support during periods of curriculum renewal and/or accreditation. The incumbent will use reporting systems to generate reports and maintain databases.

The Program Assistant performs a wide variety of administrative support services, all of which contribute to the efficient and professional operations of the designated School.
Position Responsibilities
Support Associate Dean, Faculty, Operations Manager with course/program delivery and execution:
  • Provides faculty and staff with information concerning RDP processes and timelines, service and support, administrative practices, office equipment and basic software questions
  • Organizes and prepares for new academic year (preparing new class schedules and forwarding to internal areas as required, updating student forms, attendance and marks records for certain specific program areas, prepares student and instructor packages for each intake)
  • Maintains electronic data base of course outlines and other documents related to program courses
  • Assist programs in course evaluation preparation and documentation
  • Maintains information on program website; updates program and faculty/staff information on website
  • Completes SFI reconciliation reports each academic term; collaborates as necessary with other service providers throughout the Polytechnic to ensure that necessary supports are provided to the students, faculty and staff
  • Supports the Academic Operations Manager, as required, with employment contract submission and distribution

Managing Student Inquiries & Supporting Student Success:
  • Acts as an initial point of contact from students, staff, faculty, and external contacts; responding to questions as appropriate or forwarding to appropriate individual
  • Provides program specific information regarding requirements, electives, procedures, timelines, and general program facts for designated portfolio. Refers students to the Student Connect Centre Advisors as required
  • Communicates with Registrar’s Office in relation to student applications, continuing student registration, prior learning assessments; provides program specific information that is communicated to prospective and registered students
  • Provides support for student orientation and retreats

Timetable Entry:
  • Collaborates with the Academic Operations Manager, Associate Dean, and Chairs to coordinate the timetable process to ensure conflict free scheduling of course and course sections; works with Scheduling Office to correct any issues or conflicts as they arise, including those related to impacts from other events occurring on campus
  • Collaborates with other Schools to schedule courses that are across Schools (i.e. Service courses, instructor who teaches course is in a different School, etc.)

Accreditation/CAQC/AIT Reporting:
  • Completes, updates, and maintains documents (e.g. curriculum elements sheets, program change, and program/course proposal documents) related to program curriculum renewal, revision, and review by internal or external bodies (ex. RDP Program Review; RDP Curriculum Committee; Academic Council; external accreditation bodies)
  • Provides support for program approval, program evaluation and accreditation committee logistical work

Systems Use:
  • Generates reports through Banner/Cognos to provide information and up to date class rosters
  • Monitors, maintains, and updates the central Blackboard program site to ensure currency of program specific information
  • Maintains comprehensive databases for the programs regarding practicum placements, students, programs, Institution, and industry information

Meeting, Event, and General Administrative Support:
  • Supports program and program advisory committee meetings by planning and preparing meetings, preparing agendas, attending meetings, taking and distributing minutes; Consults with Operations Manager regarding budgetary concerns (meeting expenses, printing and marketing expenses)
  • Coordinates details related to events and meetings; this can include external stakeholders, internal event, program spotlights, program information nights, recruitment and retention events, specialized program meetings, etc.
  • Attends meetings, records and prepares minutes, communicates and follows up on action items to relevant parties, distributes minutes as appropriate
  • Assist with event planning which includes the coordination of space, invites, room set ups and AV/IT Equipment, food orders; Examples include: SWAC, Orientation, Information night, Student for a day, Skills (Regionals, Provincials and Nationals) Career Expo, Program Spotlight, Industry night, Open House, Alberta Culture Days

Required Qualifications
  • Two (2) years of post-secondary training, completion of a community college certificate in Business Administration, Office Administration, or related
  • Proficient in Microsoft Office 365, including SharePoint
  • Working knowledge of Records Management
  • Ability to learn and adapt to new software programs
  • Demonstrated ability to work successfully with diverse groups of people
  • Ability to work both independently and in collaboration with a team
  • Demonstrated ability to take initiative and proactively complete tasks
  • Strong organizational and time management skills
  • Ability to develop and maintain positive working relationships with all contacts internal and external to the Polytechnic
  • Experience scheduling/setting up meetings and appointments on and off campus, this may include travel arrangements
  • Experience preparing meeting agendas, minutes, letters and memos accurately
  • Demonstrated effectiveness and clarity of verbal and written communication with excellent interpersonal communication skills and phone manners
Preferred Qualifications
  • Experience using BlackBoard 9.1, Banner, Cognos would be an asset
  • Current knowledge of the administration of a post-secondary educational institution would be an asset

Salary or Hourly? Salary
Salary Starting at $26.75 per hour
Benefits and Compensation Information
An additional 8% of the hourly rate in lieu of vacation. Eligibility to access benefits is dependent upon the CUPE Collective Agreement.
About Red Deer Polytechnic
Focused on advancing the economic and social priorities of Alberta, Red Deer Polytechnic (RDP) provides more than 80 industry-relevant programs within a breadth of credentials to approximately 6,300 credit and apprenticeship students and 3,400+ learners with Extended Education programming. With modern teaching and learning spaces, and state-of-the-art research and innovation centres in advanced manufacturing and energy innovation, the Polytechnic provides applied research opportunities, leadership in the social, economic, and cultural development of Alberta, and myriad lifelong learning opportunities.

Red Deer Polytechnic is guided by the foundational statements in our 2022-2027 Strategic Transformation Plan:

Our purpose is simple: To inspire, educate, and mentor our community of learners. We collaborate to provide diverse experiential learning opportunities for our highly skilled learners. We empower innovators and creators for impact. Our growth will be realized through quality of life and the reciprocal benefits for our stakeholders.

Our vision is to be a resourceful polytechnic, unbound by tradition. We are bold. We are resilient. We are more than applied. We will lead the transformation of post-secondary education by becoming more innovative, entrepreneurial, and sustainable with people at our core. Red Deer Polytechnic must be the best choice for our learners, our clients, our employees, and our communities, resulting in growth and readiness for the future.
Red Deer Polytechnic’s main campus is located on Treaty 7, Treaty 6 and Métis ancestral lands. This is where we will strive to honour and transform our relationships with one another.

Whatever brings you to Red Deer Polytechnic, we are glad you are here. And we look forward to having you as a valued member of our polytechnic community.
Posting Detail Information

Competition Number 2023-C-027
Employment Type Term-Certain Full-Time
Number of Vacancies 1
Desired Start Date 06/07/2023
Position End Date (if term-certain) 01/12/2024
FTE 1.0
Hours of Work 8:30 a.m. to 4:30 p.m., Monday to Friday, 35 hours per week
Open Date 05/19/2023
Close Date
Open Until Filled Yes
Note to Applicant
To fulfill Red Deer Polytechnic’s mission to enrich the intellectual, economic, cultural, and social development of Central Alberta, people representing diverse perspectives and experiences are required. We welcome and encourage applications from Indigenous persons, Black and racialized persons, women, persons with disabilities, persons with any sexual orientation, and persons of any gender identity or gender expression.

Red Deer Polytechnic will provide job applicants with accommodations in accordance with the Alberta Human Rights Code. To request an accommodation, please contact All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
Special Instructions to Applicants
This position will be until January 12, 2024 or until the permanent incumbent returns.  

This position will remain open until filled; however, the first review of applications will begin on May 29, 2023.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents