Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
NOC:
Band:
Department:
Supervisor Title:
AQ Course Secretary
SO-395
1241
5
School of Education and Professional Learning
In-Service Coordinator
Last Reviewed:
January 9th, 2015
Job Purpose
Under the general supervision and direction of the In-Service Coordinator, the AQ Secretary will
provide administrative and secretarial support for the delivery of Trent University’s online
Additional Qualification (AQ) courses, which are offered externally to teachers across Ontario in
four terms through the year. The AQ Secretary will assist in the day-to-day administrative
operations in the delivery of online AQ courses; supporting all phases of a course term from
beginning to end.
Key Activities
1. Responds to external inquiries from teachers across Ontario; receiving, interpreting and
conveying verbal and written information with articulation, clarity and professionalism
and in a timely manner
2. Tracks online course registrations; disseminating general and specific information
packages (emails) to students before, during and after completion of courses
3. Assists in ensuring a smooth transition to course start-up at the beginning of each term;
readying course materials for students and instructors as required
4. Assesses registrants’ eligibility for course registration leading to additional professional
qualifications; ensuring compliance with the Teachers’ Qualifications Regulation policy
and membership with the Ontario College of Teachers
5. Responds to test inquiries; forwarding online test access to potential registrants and
tracking success and eligibility for course registration
6. Develops and maintains a systematic approach for ensuring consistent and accurate
documentation of course records for each term; coordinating the collection, distribution
and documentation of pre-test results, course grades, fulfillment of prerequisite
requirements, OCT memberships and correspondence in following with the Ontario
College of Teachers’ policy for long-term data collection
7. In collaboration with the In-Service Coordinator, designs and revises course flyers in
electronic and print copy; for distribution to teachers across Ontario; promoting Trent’s
online AQ courses
Job Number: SO-395
Page 1 of 4
Last updated: December 2014
8. Maintains Trent’s AQ website; ensuring accuracy and current information is available for
online registration, term dates, deadlines and courses being offered
9. Other duties as assigned
Analytical Reasoning
Indicate degree of complexity or difficulty of thinking and reasoning required by the job. Provide a
relevant work example that is typical of roles and responsibilities of the job (i.e. not an occasional duty).
Decision Making
Indicate the degree of freedom to exercise initiative or act independently in making day- to-day decisions.
Provide a relevant work example that is typical of roles and responsibilities of the job (i.e. not an
occasional duty).
Impact
Indicate the impact or consequence to the department or University of typical actions or decisions taken by
the job incumbent. Provide a relevant work example that is typical of roles and responsibilities of the job
(i.e. not an occasional duty).
Education
University Degree.
Experience Required








Extensive knowledge and experience with Microsoft Office required; including MS
Word, Excel and Access with the ability to construct and maintain databases for
longevity and future auditing purposes
General internet and computer software fluency; website development knowledge
Knowledge of the Ontario College of Teachers’ Additional Qualification courses
Demonstrated excellence in writing and oral communication skills in corresponding with
an external group of professionals
Demonstrated superior skills and experience in the provision of customer service;
demonstrated initiative, intuitiveness and diplomacy
Demonstrated excellence in organization and the ability to prioritize
Demonstrated ability to work independently
Excellent analytical and problem solving skills
Responsibility for the Work of Others
Indicate whether the incumbent is directly or indirectly responsible for the work of others. Provide the title
of the position(s) as well as an example of how the incumbent is responsible for the work of others on a
daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of
student workers.
Job Number: SO-395
Page 2 of 4
Last updated: December 2014
Communication
Internal:
 Minimal communication with internal staff; primarily for ordering course materials
and/or in seeking assistance with questions related to Blackboard
 Responding to questions from current Consecutive B.Ed. students, who upon graduating
will be eligible to take AQ courses.
External:
 Primary communication with teachers across Ontario inquiring about their eligibility to
register for AQ courses and specific course information.
Motor/ Sensory Skills

Fine motor skills: Primarily computer-based work
Effort
Indicate the physical and/or mental demands of the position in the ordinary course of performing the role.
Examples include but are not limited to: lifting, moving, carrying, pushing/pulling, reaching, kneeling,
remaining motionless, sustained concentration or focus. Provide a brief description of the tasks
performed that are physically and/or mentally demanding.
Mental
Physical
Working Conditions
Physical
Psychological:
 Respond to high volumes of registrants and inquiries related to beginning of term
deadlines; ensuring communication with all students is successful before the start of
course terms
Job Description Approved by Human Resources (as per Article 17.1):
Name (print):
Signature:
Date:
Signatures - indicating that the job description has been read and understood:
Incumbent
Name (print):
Job Number: SO-395
Page 3 of 4
Last updated: December 2014
Signature:
Date:
Immediate Supervisor:
Name (print):
Signature:
Date:
Department Head/ Dean:
Name (print):
Signature:
Date:
Job Number: SO-395
Page 4 of 4
Last updated: December 2014