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Program Assistant

Posted: September 23, 2022

The Role

Position Status: Full Time (40 hours/week)

The Organization

Rupertsland Institute (RLI) is an affiliate of the Métis Nation of Alberta and has a mandate in education, training, and research. With a decentralized network of 11 employment services centres, in addition to two mobile service units, RLI designs and delivers training and education services to more than 140,000 Alberta Métis.

The RLI Vision is: “A Skilled and Knowledgeable, Self-Reliant Métis Nation.”
The RLI Mission is: “To enhance the self-sufficiency and well-being of Alberta Métis through quality education, training, and research.”

The Opportunity

The Program Assistant is responsible for creating new hard copy files, reviewing client contracts and amendments for accuracy and completeness. Enter all relevant information into Financial Data Manager (FDM). Other duties include following up with accounts payable and providing administrative and operational support to all areas Online Services Team.

To Fit the Role

Responsibilities:

  • Review all client contracts and amendments to ensure all information is complete and correct.
  • Forward training requests to the Associate Director – MTE for signature and track the application.
  • Record approved applications, amendments, reminders in Contract Tracking Reporting Excel log.
  • Prepare, mail or fax letters to institutions and students, email a copy to the Quality Assurance Assistant for the head office file and to the Metis Advisor for their client file.
  • Enter new client information such as income support, tuition, books, fees, reimbursement payments, refunds, and attendance reductions into FDM.
  • Prepare amendments for client contracts as required, and ensure data is correct and matches FDM.
  • Process invoices for tuition, books, and fees. Enter actual amounts in FDM for payment and send a copy of invoice to appropriate region.
  • Maintain institution invoices sent to the MTE email account.
  • Purge/archive client files as per MTE procedures.
  • Take minutes of meetings, accurate record decisions and maintain records.
  • Assist when needed in other areas of head office i.e., answering phones, assisting visitors, etc.
  • Set-up institution/contacts in main printer.
  • Establish and maintain good working relationships with colleagues
  • Determine client’s entitlement when setting up payments in FDM according to MTE policy and procedure as required.
  • Collaborate with the Associate Director to ensure the client’s financial support is accurate and all follow-up is completed in a timely manner
  • Other duties as assigned.

Location

Rupertsland Institute Edmonton Head Office

Qualifications:

  • Diploma or certificate in Office or Business Administration, Accounting, and or 3 years of related experience.
  • Strong mathematic aptitude or financial training.
  • Strong organizational and time management skills.
  • Knowledge of MTE standards for client files and providing quality assurance.
  • Ability to multi-task.
  • Strong attention to detail.
  • Proficient in Office software including Excel, Word, Outlook.
  • Proficient in One Drive and Google Docs and any other new software

Application Deadline

September 29, 2022

Application Procedure

To apply, please send your resume and cover letter with salary expectations to employment@rupertsland.org by September 29, 2022, quoting ‘Program Assistant PSE” in your email subject line.

Rupertsland Institute thanks all applicants for their interest. Only successful applicants will be contacted. No phone calls please.