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EDSW CUPE Staff Workloads - Coggle Diagram
EDSW CUPE Staff Workloads
Program Assistants (Shared Duties)
Revise Handbooks (student and faculty)
Course outlines
Communicate deadlines
Collect for approval
File after approval
Follow up on missing outlines
Coordinate Dept/School meetings
Call for agenda items
create agenda
Take minutes, file when complete
action item tracking
Book meeting times
manage invite lists
Assist Appointments Committees with F/T Faculty hiring
Set up interview times
prepare hiring packages
create posters/flyers/announcements
Book rooms and catering for presentations (if face-to-face)
Book hotel/residence
Finance paperwork where relevant
meeting invitations
Filing system maintenance
SharePoint (and/or Teams) Sites (design and maintain)
Faculty lists
Email DL's (now Libby)
Door plates/signage
mailroom labels, phone lists
sessional vs/T-TT for committees and meetings (voting/non-voting)
Course cancellation notices
Coordinate for events and/or guest speakers
Gifts/swag
Cards
Parking passes
Orientation, PAC meetings, and other major events
Room bookings (or virtual meetings)
Flyers/invites/emails/RSVP tracking
Catering (when f2f), where needed
Swag/gifts/prizes
New Faculty onboarding
answer numerous queries for resources/information
Assist with admissions process
Create certificates (from templates)
Collect/enter final exam data
Student and faculty drop-ins/queries
Facilities/security emergencies (faculty driven)
A/V, printer/copier, other IT (faculty driven)
Student requests for supplies/printing (not provided, but get lots of questions)
General student queries (class location, appt times, etc.)
Specific purpose queries (key pick-up, laptops, laminator, video rooms)
Program Assistant - ELLT/UEPREP (1.0)
Maintain ELLT Policies document
Update LLC schedule, book times
Generate customs declaration forms & barcodes (intnl mail)
Revise and file 3-year plan course schedules
New student intake
Prep Oral Assessment, Placement Interview, and Comp marking schedules
Email student comps to faculty for marking
Set up Oral assessment interviews and BBB links
Email daily schedules to Faculty
Update ESTR mailout in spring
Call ESTR contacts (schools, Bands, etc. for current info)
Email merge student "welcome" correspondence for ESTR each term (first week of classes)
Chair Receptionist (0.67)
Manage Supplies (for all of EDSW)
Stationery & paper (print shop)
Printer cartridges/toner
Exam booklets
Teaching supplies (markers, flip charts, etc.)
Standard office supplies (Staples)
Signature Collection
All Finance forms (CR, HR, invoices, petty cash)
Review for accuracy/follow-up
send via Docusign or Adobe sign
Maintain digital signatures of Chairs
Key requisitions
Directed studies requests
ESL Certificate forms
All other forms as needed
Meeting Coordination (Chair related duties)
Book in Outlook
Student issues that have escalated
Meetings with Chair for faculty (i.e.: enrolment projections, major projects)
Upload relevant notes/files to outlook invites
Set up virtual meetings (Teams or Bluejeans as required)
Book rooms as required (future task when back to campus)
Order catering as required (future task when back to campus)
Communication distribution (emails/announcements
Program Assistant - SoE/SSWHS (1.0)
Maintain Moodle site
Maintain/update student lists each term
Class lists with Photos (BEd)
Collects and tracks forms (immunization, G-Suite, media consent)
Admissions Interview scheduling (BEd/BEd STEM)
room bookings
invitations
video meetings
monitor spontaneous writing portion
collect documentation
Social Work Accreditation support
Book mock interview rooms (SSWHS)
Coordinate NVIT parchments
Collect signatures
Correspond with NVIT
Field Assistant - BSW (0.5) ADD: HUMS/EACS - (0.3)
Process CRC applications for all BSW students
Provides support to Field Education Coordinators
Tracking student Field Placements
Manage Practica Placement Agreements
Reviews and tracks field education applications, student CVs
Manages the ipt Database
Collect Immunization forms (EACS)
Program Assistant (GraPE) (0.6)
Maintain moodle sites
Maintain/update student list each semester
Thesis Coordination (start to finish)
Collect signatures, file thesis forms
Coordinate External Examiner letters, forms
Create and manage thesis/project tracking system
Collect approved student thesis drafts for submission
Liaise with Graduate studies
Schedule virtual thesis defences (and in future, on-campus)
Set-up virtual thesis practise session for student and supervisors
Collect all final documents post-defence
Faculty Participation in Grad Studies (manage list
Track all current instructors/supervisors
Notify faculty when they are close to expiring
Collect & distribute graduate supervision/instruction applications
Forward completed applications for signatures, and to Grad studies
Follow-up with Grad Studies to ensure approval has been completed
Order supplies for Graduate Student Success Centre
Room bookings for Success Centre, and success centre events (when on campus)
Manage graduate student lounge Fob requests
Project Exit Option coordination
Collect forms and signatures, file
Book virtual (or in-person) presentations
set-up virtual practise sessions
POSSIBLE: Practicum/Field work (from SoE/ECE/ESTR/TESOL (1.0)
Collect CRC documents, verify info
Submit CRC's
Inform practicum Coordinators when student CRC's are completed and who is eligible
Update field handbooks
Update field databases (i.e.: IPT)
Pull class lists
Email information to students
Collect Immunization forms (ECE)
Send letters to field placements
Create/send Certificates to field placement instructors
Coordinate swag/gifts for practicum organization contacts
Email schedule, copy and file practicum reviews in student files (ESTR only)
Updtate TESOL sponsor-teacher date each term
HUMS/EACS CRC Processing (move to Program Assistant SoE/SSWHS)
Support field and practica coordinators with updating student handbooks, orientations, tracking and filing of PPAs, evaluations.
Process CRC applications for students in five programs.