Program Assistant- Health and Social Development

When you join Okanagan College, you’re joining a team that’s transforming lives and communities. Every course you create, every student you support and every connection you build, it all matters. Be a part of a vibrant campus community, where the work you do every day truly makes a difference.
Desired Start Date: November 23, 2026
Position End Date: July 23, 2027
Salary Range: $28.76 to $32.82 hourly
Bargaining Unit: Support
Appointment Type: Non-Regular Full-Time Schedule: Monday - Friday 8:30-4:30 (Sept - April) Monday - Friday 8:00-4:00 (May - Aug)
Posting Closing Date: November 12, 2026 This position may be occasionally required to work outside of college hours. Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates.

Your Opportunity

Under the general supervision of the Executive Assistant, Health and Social Development, provides clerical services and administrative coordination, development, and maintenance for student practicum placements. Provides administrative and program support to vocational instructors and students support in the Health and Social Development portfolio office.

Functions and Duties

PRACTICUM SUPPORT:

In consultation with the Program Chair, coordinates and sets up student practicum placements using HSPNet and other systems.

Enter all practicum requests and information into HSPNet to facilitate earlier placements

Liaison with facility managers and coordinators regarding possible units used for practicum placements.

Establish and maintain ongoing relationships with each clinical site throughout the Okanagan, Shuswap, and Thompson regions.

Coordinate and schedule practicum experiences in a variety of settings.

Coordinate regular communication with practicum sites to ensure streamlined planning for student practica.

Coordinates communication with clinical instructors and department Chairs regarding placement status.

Coordinates communication with other OC departments and other institutions doing practicum placements to ensure equitable placements of students in high demand areas and facilities.

Coordinate and maintain current contact information for all sites.

Tracks, maintain, re-new or create new Affiliation Agreements between Okanagan College and practicum facilities.

PROGRAM AND FINANCE SUPPORT:

Provides administrative support services for the Health and Social Development office by:

Providing reception services and responding to inquiries pertaining to Health and Social Development programs, screening calls and re-directing inquiries to the appropriate person or persons

Pick up-drop off and sort mail

Maintaining files, records and manuals, internal and external directories

Relaying messages to students

Providing support to the Program Advisory Committees by coordinating and attending meetings and preparing and distributing minutes

Coordination and support for programs in the accreditation process

Attend Chair meetings to record and distribute minutes as required

Preparing supply orders

Processes vocational instructor expense claims and Professional Development applications; reviewing for completeness and compliance with the collective agreement, and administers the first round of approval; coordinates final committee approval for PD funding; processes subsequent expense reimbursement and tracks total department PD funding on behalf of Finance.

Prepares, codes, and ensures accuracy of payment forms for invoices, expense claims, Visa statements, purchase orders, web requisitions, work requests, payment vouchers and service contracts

Budget support as necessary

Maintain/update program information on the college website

Assist with student orientation, recruitment strategies and activities

Assists with the planning, coordination, implementation and tracking of all marketing strategies, promotional material, and activities of all program areas in the portfolio

Promotes the programs and services of the portfolio through the implementation of marketing plans, personal contact, media, and other types of marketing activities

Coordinates the distribution and tracking of Science & Technology laptops

Provides instructional support services by:

Assist with formatting exams, course outlines, class hand-outs, correspondence, timetables, photocopying, faxing, typing and scanning materials as required;

Coordinates with support staff at other campuses

Assists with the administration and coordination of Vocational evaluations

Type student reference letters, maintain files, process reference requests from employers;

Order student name tags, photo ID cards, and graduation pins;

Assists with the coordination and set up of instructor interviews

Education and Experience

Completion of Grade 12 or equivalent plus two years of related post-secondary training (e.g. Office Administration) is required. Minimum two year of related experience is required.

Skills and Abilities

Data entry, data base maintenance experience, and experience using HSPNet system

Excellent written and verbal communication skills, superior customer service skills and attention to detail

Excellent research skills with the ability to synthesize data/information and develop/deliver findings and recommendations

Excellent computer skills and proficiency with Microsoft Office, Banner (an asset) or other databases. Website design and maintenance would be an asset. Ability to design and update forms in various formats.

Ability to learn new skills as new activities are undertaken and changes in technology occur

Ability to generate and analyze reports and to resolve difficulties with computer input data and retrieval

Excellent organizational, administrative, and problem-solving skills

Ability to prioritize and manage a high work volume and competing priorities to meet deadlines

Ability to manage a multitude of diverse activities, simultaneously under inflexible and critical time constraints with limited supervision

Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment

Ability to maintain a high level of integrity, discretion, and confidentiality and to handle sensitive issues with tact and diplomacy

Ability to work with a diverse group of individuals and resolve conflicts in a positive manner

Our Values

Students first: Creating meaningful life-long educational opportunities of the highest quality for alumni, current, and future students is at the heart of everything we do.

Community: We are one College. We enthusiastically embrace the opportunity to work with, learn from, and support everyone we encounter collaboratively and collegially.

Respect: We welcome, embrace, and celebrate that which make us unique in creating an environment in which every individual is valued, affirming our commitment to human dignity for all.

Courage: We are courageous in our actions in areas that contribute to positive change in our communities and beyond. We have the courage to be vulnerable. We are truthful, sincere, and act ethically with honesty and fairness.

Relationships: We steward meaningful relationships built on a foundation of reciprocity. We are compassionate, empathic, and care for the holistic well-being of students, employees, community members, and the land.

Distinction: We choose activities in which we can achieve excellence and positively impact society.

Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, AccessibilityHR@okanagan.bc.ca.