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Practicum Placement Assistant - Contract / Contrat

Organization Overview:

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Queen's University

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Industry Sector: Social Services/Education / Services sociaux/ Éducation

Organization Description:

Queen’s University is the Canadian research intensive university with a transformative student learning experience.  Here the employment experience is as diverse as it is interesting.  We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more. 

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Job Listing #17404

Practicum Placement Assistant • Contract / Contrat

Date Posted: 25 Jan 2023

Application Deadline: 03 Feb 2023

Location: Kingston and Surrounding Area

Category: Clerical/Administrative / Administration/Travail de bureau

Hours Per Week: 35

Pay Rate: Salary / Salaire 45,001 TO 55,000

Language Requirements: English / Anglais

Job Description:

Under the direction and in support of the Practicum Manager the Practicum Placement Assistant is responsible for administrative duties associated with the practicum placements of teacher candidates. The Practicum Placement Assistant assists the Practicum Manager by implementing current policies, procedures and standards, as well as by assisting in drafting modifications and changes to them. In particular, the Practicum Placement Assistant recommends and participates in the implementation of revisions to administrative procedures.

The incumbent facilitates and tracks practicum placements by acting as the primary contact and communicating with District School Board personnel, School Principals and Vice-Principals and assists with the preparation of materials and schedules for school visits. The Practicum Placement Assistant advises and assists teacher candidates regarding all aspects and requisites of their placements, (policies and procedures regarding Police Checks, WSIB, and Health and Safety requirements). The incumbent assists in the submission of practicum grades to the university system as well as assisting with administering the accounts by performing basic accounting procedures.

• Assist the Practicum Manager with the implementation of current policies, procedures and standards.
• Facilitate the placement of over 700 undergraduate Concurrent Education teacher candidates and 500 final year candidates by acting as the primary contact and communicating and negotiating with District School Board personnel, School Principals and Vice-Principals• Evaluate each practicum placement to ensure it fulfils the program and Ministry of Education requirements and assists
in the submission of grades to the university system.
• Ensure candidate compliance with regard to WSIB, Health & Safety, and police check procedures, as well as any new training required by the District School Boards prior to placements.
• Coordinate the communication of practicum assignments to all persons involved in practicum placements. Monitors and tracks the practicum placements of all teacher candidates and maintains a record of teacher candidate assessments.
• Assist in creating forms and updating the Practicum Office webpage and the web-based Practicum Registration.
• Set up and maintain accessible electronic and hard copy filings system: responsible for the administration of the Placement Arrangement and Liaison Assessment databases as well as various databases and spreadsheets to record and monitor placements.
• Recommend and participate in the implementation of revisions to administrative procedures, provide assistance in drafting modifications and changes.
• Provide administrative support to the Practicum Manager including word processing, photocopying, faxing, sorting and distributing mail, ordering supplies, filing, scheduling meetings and making room and catering reservations.
• Provides work direction and technical/functional guidance to casual staff and College Coop students. Schedules and assigns work, and oversees its completion. Coordinates and monitors workflow.
• Provides orientation and on the job training to casuals and college coop students. Provide coaching and feedback on work quality issues, providing related day-to-day supervision.
• Perform general accounting procedures such as, invoice payments and credit card transactions.
• Attend the annual Field Experience Conference which is a sub-committee of the Ontario Association of Deans of Education.
• Report and track all Fix-it inquiries and correspondence.
• Undertake other duties and special projects as assigned in support of the unit.

• University degree or three-year post-secondary program in business administration or related.
• Previous (3-5 years) experience in an office environment, preferably in an education setting.
• Knowledge of university structure, academic regulations, policies, procedures and familiarity with its financial system and mainframe environment would be considered an asset.
• Knowledge of SOLUS and MyQueensU system an asset.
• Familiarity with the Faculty of Education teacher education programs, the Boards of Education and the Ontario school system (or similar school system) would be considered an asset.
• Consideration will be given to an equivalent combination of education and experience.

• Advanced computer and office skills, including proficiency with a variety of word processing, spreadsheet and database applications, as well as an ability to learn new software.
• Outstanding interpersonal and communications skills in working with students, staff and external agencies which includes excellent telephone skills, and a service-oriented perspective.
• Excellent Writing, editing, grammar and proofreading skills with an ability to pay attention to detail and accuracy.
• Excellent judgment in dealing with highly confidential material and issues with tact and discretion.
• Strong organizational and time-management skills. Ability to establish priorities to work efficiently and effectively on own initiative under pressure of deadlines in an environment with frequent interruptions and multiple demands.
• General accounting skills with the ability to perform mathematical calculations.
• Organizational and time-management skills, and the ability to work independently and as a part of a team. as well as coordinate workflow of casual staff and College Coop students.
• Ability to maintain a client/service-oriented perspective.
• Problem-solving skills, analytical skills and good judgement in order to make the most of information at hand.

• Decide when new information calls for further action and when to refer issues to Practicum Manager.
• Prioritize work and time and decide what the most important task is among several competing deadlines.
• Respond to numerous inquiries and makes decisions about when new information calls for further action. Provide follow-up as necessary, ensuring matters are handled to successful conclusion.
• Make decisions regarding dissemination of various types of sensitive and/or confidential information. Determine to refer issues to the Practicum Manager.
• Make recommendations regarding office administration procedures, suggest and help implement changes.
• Determine priorities and make decisions about casual staff utilization and the assignment of work to achieve optimum efficiencies and productivity.
• Make decisions regarding account administration.


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