A Brief Overview
Reporting to the Professional Programs Manager of the School of Rehabilitation Therapy (SRT), the Professional Programs Assistant provides support for the clinical education and administrative components of the MSc Occupational Therapy (OT) and MSc Physical Therapy (PT) Programs in the School of Rehabilitation Therapy (SRT).

The successful candidate will be responsible for ensuring that students in both MScOT and MScPT programs have met the necessary requirements to go on clinical placements. Examples of this include, confirming immunization and police checks; reading and deciphering medical and laboratory reports, communicating with Public Health officials and other health professionals to ensure all guidelines are followed; ensuring student completion of standard first aid and CPR; organizing mask-fit testing; ensuring completion of all mandatory training; organizing photo ID for students for the three local hospitals. The incumbent will work closely with placement facilities (private clinics, hospitals) and students for preplacement requirements.

Collaboration with the Clinical Education team and clinical sites will be necessary to ensure that appropriate documentation and processes are completed before and after placements. Examples of this include preparing thank you letters for Clinical Supervisors; generating history sheets to be kept in students’ files, entering placement matches and distributing evaluations and entering post placement information into databases while maintaining strict confidentiality and security of highly sensitive personal information contained within the Clinical Education database.

This role shares responsibility for reception services with the Departmental Assistant, which includes performing a variety of administrative tasks such as distributing incoming mail, preparing outgoing mail, maintaining a library of file forms, ordering office supplies, maintaining and troubleshooting photocopiers, and securing the building at the end of the day.

Administrative support for events (e.g., orientation, convocation, homecoming, etc.), program evaluation and review activities (e.g., QUQAPS, accreditation, etc.) is also a function of this role.
This position provides administrative support to the department. This position schedules meetings, prepares and distributes agendas, takes minutes, and diarizes follow-up as needed. This position performs data entry to create and/or maintain a variety of databases, and prepares and generates reports. This position also assists with planning and coordinating various events.

What you will do

• Performs general clerical activities including preparing correspondence, faxing/scanning, maintaining inventory, and ordering supplies
• Schedules meetings, prepares and distributes agendas, takes minutes, and diarizes follow-up as needed
• Perform data entry to create/maintain a variety of databases. Prepares and generates reports
• Create and maintain filing/e-filling systems as required
• Assists with planning and coordinating various events, and maintains a calendar for booking conference rooms and classrooms
• Requests and maintains system for access to facilities
• Assists with committee processes
• Prepares acknowledgement and thank-you correspondence donors
• Coordinates registration of the various training sessions and maintains the registration log and/or training records
• Other duties as required in support of the department and/or unit

Required Experience

• More than 1 year and up to and including 2 years of experience

Consideration may be given to an equivalent combination of education and experience

Job Knowledge and Requirements

• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience
• Provide information that requires technical or administrative explanation or interpretation
• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others
• Manage own work effectively and follows through on commitments, using the available resources
• May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement
• Resolve recurring problems and situations using established procedure and guidelines
• Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met
• Break down concrete issues into parts and selects best solution from clear alternatives and past practices
• Acknowledge and respect diverse cultural traditions and beliefs
• Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace