Education Assistant

JOB DESCRIPTION – Education Assistant

IPAC Canada

Infection Prevention and Control Canada (IPAC Canada) is a national multidisciplinary organization for health professionals and others involved in the prevention and control of infections. Membership includes professionals in acute care settings, long term care, community and public health, emergency services, epidemiology, and mental health, to name a few. IPAC Canada (formerly CHICACanada) was founded in 1976, and is a non-profit association of over 2100 members, governed by an elected board of directors and managed by an executive director and staff. Seventeen local chapters provide additional support, education opportunities, information, and networking opportunities.

POSITION PROFILE:

The position primarily reports to the Executive Director but works closely with the Administrator and Course Coordinators. IPAC Canada is seeking an enthusiastic, collaborating, professional and organized individual who demonstrates the ability to work autonomously and independently as well as with team members. This position is in a virtual office. As a contractor, the individual is responsible for purchase and maintenance of their own hardware and software programs. The primary responsibilities of the Education Assistant are:

Distance Education

• Student Enrollment and Records Management: Maintain and manage the application portal, process applications, and assist with applicant notifications; respond to queries from students and prospective students; oversee student registration and enrollment in appropriate courses; maintain student academic records.
• Financial Administration: Process tuition payments and issue invoices/tax receipts as required; manage tuition refunds in accordance with policies; work with Moodle to integrate a direct payment system (training will be provided).
• Academic Support & Compliance: Assist in reviewing, maintaining and enforcing academic policies; support faculty and advisory committees by scheduling meetings, preparing agendas, and recording minutes; compile data for reporting; maintain updated catalog of course offerings and manage academic calendars and schedules; create and monitor student survey/evaluations and reports; other tasks as requested as appropriate.
• Course Logistics & Faculty Coordination: Assist with logistical arrangements for in-person courses, including contracts with hotels/caterers (in collaboration with Executive Director); manage faculty recruitment by posting calls for applications, scheduling interviews, and preparing faculty contracts.
• Technology and Learning Management: Eventually, take over responsibilities related to iSpring Suite when transitioned for the current Course Coordinator;
• Marketing and Promotion: In collaboration with Webmaster, manage and update the IPAC Canada Education Institute webpages; develop marketing materials and collaborate with Social Media Manager in promotion of course offerings; maintain a contact list for targeted course promotion and outreach.
• Other: Attend meetings of the Distance Education Advisory Committee as required.

National Webinars

Webinar Preparation: Prepare registration announcements for posting to the Webinar page; prepare registration platform on Zoom;

announce registration opening to members; invite ‘panelists’ so they receive panelist Zoom log in information; Pre-Webinar: Prepare Housekeeping announcements and Certificate of Completion for Participants and Presenters.

Fees: When there is a registration fee, set up Form Module on website; process payments; issue receipts.

Webinar Presentation: Host national webinars by opening the platform and introducing the moderator; stay online to answer technical questions from attendees and presenters. End the webinar after adjournment.

Follow-Up: Send Certificate of Completion to attendees (via Zoom listing of participants/email addresses); send Certrificate of Completion to presenters with a note of thanks; send completed evaluations to Executive Director one week after webinar. Other: Attend meetings of the Education Core Committee as required.

Conference Scientific Program Committee

Meeting Scheduling and Recording: Schedule meetings of the annual conference Scientific Program Committee; maintain the program spreadsheet; provide communication as required.

Committee Assistance: Maintain the program spreadsheet and note when information must be finalized and provided for the Conference Coordinators.

Other: Attend annual conference; record meeting notes at daily debrief of Scientific Program Committee; provide assistance to Executive Director as required.

Follow Up: Schedule debrief approximately one week after the conference; record meeting notes from debrief; using templates, prepare letters of thanks to exhibitors, sponsors, committee members, volunteers, etc.

General Clerical

Some general clerical responsibilities may be required to assist the Executive Director and Administrator.

SKILLS AND ABILITIES

• Excellent written and oral communication skills
• Excellent interpersonal skills
• Excellent organizational skills and attention to detail
• Ability to work independently
• Ability to work well with others
• Ability to juggle multiple priorities
• Knowledge and experience working with computer programs, including Word, Excel, PowerPoint, and web applications.

This is a full-time salaried position. Anticipate hours are 9 am – 5 pm but can be flexible, depending on the work requirements.