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Title Field Placement Assistant
Job ID 13S-1133
Division/Department School of Legal and Public Administration
Campus/Site Newnham
Job Classification Support
Job Type Full Time
Position Overview Reporting to the Chair of the School of Legal and Public Administration/Office Administration, the incumbent provides clerical and organizational support to the field placement coordinators and chair. The incumbent is responsible for creating and maintaining all records and databases related to field placement in the School, and for assisting with program and field placement promotion, as well as with communications with employers and external bodies. The incumbent provides administrative support for Field Placement Preparation, Career Preparation Day, initiatives involving external organizations and similar events.
Responsibilities • Under the direction of the field placement coordinators of the Court and Tribunal Administration, Law Clerk, Paralegal, Library and Information Technician, Office Administration and Real Property Administration programs:
o creates and maintains accurate databases containing information about field placement hosts, including contact information, requirements regarding expected skills and knowledge, history of students placed
o creates and maintains accurate databases containing information about students, including contact information, placement preferences, history of placement
o maintains up-to-date copies of all necessary field placement documentation, including guidelines and questionnaires for hosts and students, confirmations of placements, attendance records, evaluation forms and field placement subject outlines, and distributes and collects these as required
o maintains lists of potential placement hosts, based on references forwarded by faculty, students, advisory committee members etc., and carries out research into these as required
o maintains list of possible student volunteer locations for the Office Administration—Medical program
o creates and maintains the SLPA Field Placement website
o forwards to students information concerning field placement, including due dates for submission of documents, procedures for booking interviews with the coordinator, expected timelines for arrangements of placement
o responds to student, external, staff and faculty inquiries concerning field placement, and makes referrals where necessary to the appropriate field placement coordinator
o attends orientation sessions, classroom information sessions related to field placement, and some school meetings.
• Schedules student interviews with field placement coordinators and collects necessary documents prior to the interviews, as requested by individual field placement coordinator; arranges for pre-placement student interviews with hosts, as and when required; distributes notices of job postings received from Career Services or other sources, in hard copy and electronically
• Under the direction of the chair and coordinators, maintains supplies of promotional materials and monitors the School website and social media sites; and on behalf of the School, attends College promotional events such as Open Houses, as well as events sponsored by external organizations, to market the School’s programs and to foster placement opportunities.
• Provides all necessary administrative support for events such as Field Placement Preparation Days, Career Preparation Days, Student Awards events, Resume Clinics, outreach events including: reserving rooms and necessary equipment; maintaining lists of participants; preparing and compiling necessary documents such as agendas, biographies of guests, promotional materials; supervising student volunteers; ordering food; collecting gifts and prizes; arranging for appropriate media coverage.
• Provides assistance in the SLPA/OA office as required; for example, invigilates examinations, answers general inquiries from students, faculty and staff, helps with promotion committee meetings, and other duties as assigned.
Qualifications • Minimum of a two (2) year diploma in office administration, human resources, or other relevant field or equivalent education. If in another field of study, state how the education is related.
• One (1) year of experience in the area of office administration, education/training, marketing, human resources or student services.
• Proficiency in Word, Excel, Access and PowerPoint is required. Familiarity with ARIES or PeopleSoft is desirable.
• Excellent business writing and oral communication skills are essential ability to write for both print and electronic media is required.
• Knowledge of College structure, policies and procedures is required. Familiarity with the programs within the School of Legal and Public Administration and Office Administration is desirable.
• Strong organizational, planning, follow through and time management skills.
• Highly developed presentation and public speaking skills with the ability to communicate (verbal and written) and to interact effectively with multi-cultural/racial/able students, staff and the public are required.
• Demonstrated ability to work independently and to deal with multiple demands.
• High energy level with ability to manage evening and weekend overtime hours during peak periods.

NOTE: A skills assessment will be administered during the recruitment process.
Hourly Wage Rate Payband E: Start rate $23.55, Maximum rate $27.30
Weekly Hours of Work 35 hours (overtime as required). Monday to Friday: 9:00 AM to 5:00 PM
Required Date As soon as possible
Posting Date February 13, 2014 External
Closing Date February 20, 2014
To Apply Click on “Apply Now” below. Applications must be submitted online by the closing date and must include a covering letter and resume (as one document) in Word or pdf format. 
Note: A skills assessment may be administered and proof of degrees, credentials or equivalencies from accredited regional or federal post secondary institutions and/or their international equivalents will be required at the time of interview.
Seneca College is committed to diversity and encourages applications from all qualified candidates, especially aboriginal persons, francophones, members of sexual minority groups, persons with disabilities, visible minorities and women. Upon request by the applicant, accommodation will be provided in all parts of the hiring process.
We thank all applicants for their interest in this position, however only those selected for an interview will be contacted.
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