Quality Control Council of Canada National Training Society

Transcription

1 Quality Control Council of Canada National Training Society Phone: ext. 1 Toll Free: Fax: Street NW Suite 120 A, Edmonton, AB T5S 1K9 POSITION SUMMARY: QCCC National Training Society Office Administrator The general purpose of this position is to administer the Quality Control Council of Canada National Training Society Office in Edmonton. This position provides a wide variety of services to ensure the program s administrative functions in the Training Centre are carried out effectively. This position is responsible for reception; answering incoming inquiries; data entry of a variety of student and program related information; word processing; providing direction to students regarding administrative processes; classroom, workshop, meeting room and appointment bookings; posting program material; running reports; minute taking; event planning duties; duplication and information assembling duties; ordering materials and supplies; liaison with QCC and other Union Locals; web-site maintenance; updating and maintaining electronic program information; desktop publishing; filing; record keeping; ordering catering; maintaining program related materials in the office and other locations; steering committee duties; basic office equipment maintenance; and financial activities. POSITION DUTIES AND RESPONSIBILITIES Reception: Greet and direct all students and walk-in traffic within the Training Centre in a professional and courteous manner. Administer the parking program for the Training facilities and ensure students comply with the parking policy. Answer and direct in-coming phone and inquiries. Maintain reception area in a neat and professional manner. Training Centre Administration: Use of computer word processing, spreadsheets, and database software to prepare reports, memos, and documents. Sort out mail, faxes, and courier deliveries for distribution. Prepare and send out mail, faxes, scans, and courier parcels. File per established procedures. Provide administrative and secretarial assistance to NTS staff. Scheduling of training courses and workshops for students. Provide invoices and receipts to students for training centre activities. Maintain spreadsheet to track transactions within the Centre. Process all transactions for incoming courses, record and mail receipts, send to accounting department for deposit. Ensure training shipments arrive prior to courses and send out pre-course study guides for BAY Technical courses. Ensure members attending workshops are members in good standing with affiliated local/lodge. Print and mail out all QCC certifications for NTP programs. Provide invigilation for PCN courses and mail out certifications. Prepare daily paperwork for courses. Maintain inventory of training material. Create student records of completion for courses and examinations. Act as Fire Warden and First Aider for the Training Centre. Assist in inventory for the Training Centre. Purchase, receive, and store office supplies.

2 Page 2 of 6 Provide information directly to students regarding program administrative processes: Contacting students about upcoming courses and workshops. Registration processes. Booklist information. Training staff availability. Course information explain NDT to perspective students; explain sequence of courses; explain government requirements. Basic student website registration navigation. Program special event schedules and details. Classroom, workshop, meeting room and appointment bookings: Devise and maintain booking system for classrooms/meeting rooms. Enroll students into classes. Print class rosters. Student transactions. Add/delete student to/from student course lists. Enrollment summaries. Student address and phone number inquiries. Enter training staff workload data. Print and submit certificates to the training staff for signature. Forward results to Deputy Director for review. Create and maintain creation of electronic calendars (Outlook and PDF) and whiteboard calendars onsite. Scheduling: Help program staff create and maintain schedule of NDT/Workshop classes. Directly deal with students to book workshops. Running reports: Program staff vacation information. Student absences. Class lists. Marks. Timetabling. Financial. Steering Committee members. Staff training and development. Performs mail duties: Sort, open, and distribute incoming mail. Prepare outgoing mail. Electronic program information maintenance: Assist with the creation of new layout of training pages on website. Update course information on website as scheduling changes are made. Modify Web calendar (PDF) to keep course listings up to date. Provide website support to staff and students. Creation and maintenance of NTS social media accounts.

3 Page 3 of 6 Word Processing: Help with creation of course packs with training staff. Quality and Safety manual creation and maintenance. Database maintenance. Correspondence. Memos. Development of templates for NTS staff to use (Word, Excel, PowerPoint). Assist with Financial activities: Administer credit card transactions. Prepare credit card statements to accounting department monthly. Copy and file all material sent to the NTP accounting department for deposit. Use computer software to prepare invoices and purchase orders. Process accounts payable and receivables. Maintaining office supply budgets. Prepare bank reconciliations and deposits. Petty cash administration. Assist with financial reports and month end duties. Liaison with QCC, UA, Boilermakers, and Landlord: Corporate Communications. Facilities Maintenance. Processes courier items: Ensure packaging is secure. Complete necessary forms. Contact courier company. Sign for incoming couriered items. Follow up on missing or incorrectly received items. Dealing with brokerage firms for US orders. Maintaining program materials: Keep inventory levels of program brochures and materials sufficient in the office bank, on bulletin boards, and in other selected locations. Update program publications. (e.g. student handbook, graduate profiles, calendar) Minute taking and distribution: Safety and NTS team meetings. Steering Committee meetings. Other meetings as requested. Duplication and information assembling duties: Photocopying. Assemble materials related to NDT certification applications and quality manuals. Assemble program materials (i.e. course packs; information binders; event packages; steering committee packages). Look after shredding of documents. Order and distribute copy materials.

4 Page 4 of 6 Ordering materials and supplies: Take requests from training staff. Maintain appropriate levels of office supplies for the office bank. Maintain appropriate levels of classroom supplies and student text books. Receive orders. Follow-up on missing or incorrect items. Branded items (e.g., giveaways, items for training centre). Event and meeting planning duties: Coordinate/order weekly Thursday lunches. Order items for the event. Book locations. Assist with physical set-up at event location. Make place-cards. Invitation mail-outs. Receive and monitor RSVPs. Send Thank You cards/letters. Book photographers. Follow-up with service providers. Student Orientation materials: Prepare, update, maintain, and distribute instructor and student orientation packages. Record keeping: Create, develop, and file a variety of electronic and hard copy records, invoices, correspondence and program related items. Retrieving records. Create new files as necessary. Maintain electronic filing system on the shared drive. Steering Committee duties: Confirm attendance. Draft agendas. Assemble presentation materials. Order catering. General office equipment maintenance: Keep paper levels adequate in copiers, printers, fax machines. Replace toner in copiers, printers, fax machines. Contact service providers when necessary. Maintain coffee machines. Travel arrangements: Arrange for air, car, and hotel for staff travel. Voice Services (Telephone system) duties: Reset user passwords. Provide orientation to new members on telephone and voic system.

5 Page 5 of 6 Other related duties: Track and maintain key inventory. Participation on safety committee. Carry out other duties as assigned by the Director/Deputy Director. SKILLS/EXPERTISE REQUIRED Good understanding of all school procedures that are required within the Training Centre. Good oral and interpersonal skills to interact with course candidates, Union Executives, Government agencies, students, staff, and industry. Keyboarding skills: To look up information upon request. To create agendas and prepare minutes. To type correspondence, memos, envelopes, . Customer Service skills: To respond appropriately to in-person, on telephone, and electronic inquiries. To determine a customer s level of satisfaction and to respond accordingly. To coordinate schedules and calendars. Communications skills: To speak clearly and pleasantly. To convey accurate information. To probe into an inquiry effectively. Writing skills: To take minutes at meetings. Organizational skills To ensure information is readily available. To ensure daily tasks are completely in a timely manner. To multi-task effectively. Computer Skills Microsoft Windows operating system to access applications. Microsoft Office Suite to create correspondence, labels, envelopes, presentations, and spreadsheets. Microsoft Outlook to utilize , calendar, and task functions. Publishing software to create brochures and other program related materials. Web to modify Web course information (i.e. adding documents; update lists). Web - to update the web calendar Office equipment Computer, Fax, printer, photocopier, credit card remote, scanner, voic . Guidelines: Use of ISO, CGSB, CNSC standards and regulations that relate to Nondestructive testing. These standards relate directly to the training that will be performed in the training centre and all QCC policies and procedures and Occupational Health and Safety requirements. Industry Training guidelines strong knowledge to accurately provide students with administrative direction and assistance. Food Services general knowledge to determine timing and details of catering activities.

6 Page 6 of 6 Facilities general knowledge to determine timing and details of facilities activities. Training calendar strong knowledge to advise students of pre-requisites, offerings, etc. Registration guidelines and policies general knowledge to answer inquiries regarding program registration. QCC Business plans and Collective Agreements general knowledge of the QCC, School, and Program business plans to understand the direction of the program and how the program fits into the QCC s vision and mission. Corporate Communications general knowledge for applying logos/brand images to documents and other materials. Financial services general knowledge for purchasing office supplies; supplies budget maintenance; petty cash administration; running report. SUPERVISION RECEIVED Immediate Supervisor: Deputy Director National Training Program. Education Required: Grade 12 or equivalent and office administration certificate. Training or Experience Required: Minimum two years of office experience. Equivalencies considered 1 year of experience for one year of education. Special requirements necessary to do the job: Ability to lift to 20 lbs (i.e. boxes of paper) Knowledge of Nondestructive Testing methods would be an asset.