ࡱ> :<789y Gbjbj L2{{>s$$~~~~~8z*(LY[[[[[[$t&-~~~4###R~~Y#Y##&rQdjUdE¥0,n~`ZP@#4f"$ D: SIMON FRASER UNIVERSITY & C.U.P.E., LOCAL 3338 WEIGHTED JOB QUESTIONNAIRE (WJQ) CUSTOM PART 1: JOB DESCRIPTION 1. POSITION IDENTIFICATIONFOR USE BY HUMAN RESOURCESDepartment Name:Classification & Grade Approved:Position Number(s):Secretary, grade 6Current Position Classification:Secretary, grade 6Department Position Title:Undergraduate SecretaryEffective Date:July 2007Evaluating Supervisors Title:Approved by:Human ResourcesDate Completed:Next Review:July 2008Part 1 is being completed by: FORMCHECKBOX Employee(Double click on box and choose checked to check a box.) FORMCHECKBOX Evaluating Supervisor 2. POSITION SUMMARY A summary of the major functions of the position in three or four sentences.Responds to requests for information primarily dealing with undergraduate program admission, registration, courses, exams, grading, and graduation processes and procedures; types letters, reports, and general correspondence; processes a variety of forms and documents by checking completeness and accuracy, providing verification, initiating follow-up, routing materials, clarifying procedures, and posting updates; creates and maintains student information system records, and electronic and paper based files and prints, checks, and disseminates a variety of reports; responds to routine and general problems related to undergraduate programs and courses; coordinates meetings, course instructor appointments, course evaluations, book requests, and course outlines; conducts preliminary undergraduate program progress reviews; and maintains accurate database and spreadsheet records. 3. MAJOR FUNCTIONS List the duties and responsibilities of the position in order of frequency (i.e., (D) Daily; (W) Weekly; (M) Monthly; (S) Semester) Responds to requests for information primarily dealing with undergraduate program admission, registration, courses, exams, grading, and graduation processes and procedures by determining the nature of requests, responding directly, making referrals and booking appointments with administrative and faculty advisors, providing forms and documents, checking information in the student information system, university calendar, web sites, publications, student and department records and files, and liaising with department and university staff to respond in a prompt and professional manner. (D) Types letters, reports, and general correspondence and maintains accurate database and spreadsheet records by using word processing and standard office applications ensuring format, layout and data entry procedures are followed consistent with office procedures. (D) Processes a variety of forms and documents by checking completeness and accuracy, providing verification, initiating follow-up, routing materials, clarifying procedures, posting updates to on-line student records, and printing information from the student information system to expedite the timely receipting, recording, dissemination and provision of services for prospective and registered students. (D) Creates and updates student information system records and prints, checks, and disseminates a variety of system reports by inputting data from a variety of source documents following different sets of procedures, ensuring the appropriate release and security of information, and generating standing system reports to maintain accurate and current student records and provide appropriate information to students and University department staff. (D) Creates, reviews, and maintains student electronic and paper based files by following different processing procedures to review prospective admission applications for completeness, create, and input data to student records, determine missing information and generate applicable form letters, check documents, check standard course requisites and program status, and file information and documents, etc. to prepare files for evaluation or review and ensure files are current. (W) Responds to routine and general problems related to program and course registration, examinations, submission of course requirements, and graduation, etc. by determining the nature problems, responding directly with information regarding policies and procedures covering issues such as registration priorities, adding and dropping courses, and course wait lists, etc., gathering and reviewing procedural information specific to the type of problem encountered, and referring complex or unusual problems to appropriate staff for resolution in a timely manner. (W) Coordinates meetings of the Undergraduate Committee by contacting committee members, drafting and circulating agendas and materials, booking rooms and arranging meeting resources, taking, transcribing and distributing minutes of meetings, and initiating follow-up arising from meetings to ensure members are kept informed. (M) Coordinates applications for instructors by typing, posting and distributing advertisements, collecting applications and preparing materials for adjudication by the hiring committee, notifying applicants and routing approved appointment information to the Deans office, creating and maintaining instructor employment files to assist with the recruitment of course instructors. (S) Conducts preliminary undergraduate program progress reviews by referring to program requirements and standard procedures, identifies inconsistencies and missing course requirements and initiates routine follow-up with students or contacts students under the direction of administrative staff to communicate program progress and resolve problems. (S) Coordinates the preparation of course outlines by initiating requests for information from faculty and course instructors, typing and proof reading copy, obtaining instructor approval, completing duplicating orders, and posting outlines on line and circulating for distribution to provide information to students. (S) Processes book requests and desk copies by initiating requests for texts from faculty and course instructors and completing and submitting orders to the Bookstore and publishers to ensure texts are available to students registering in respective courses. (S) Processes course grades by initiating requests for grades from faculty and course instructors and inputting information into the student information system to ensure grades are submitted in accordance with the procedures and deadlines provided by the Registrar. (S) Distributes, collects and processes instructor course evaluations to ensure the department Chair receives course feedback from students. (S) Processes undergraduate grade appeals by receiving appeals from students and arranging appointments and photocopying, distributing and typing materials for review and communicating decisions. (S) Prints and checks a variety of system reports by following instructions to assist with quality control and the accurate production and dissemination of information. (S) 4. MINOR FUNCTIONS List duties and responsibilities that occur annually and periodically throughout the year.Collects, sorts and files materials, purges and archives records to provide assistance with general office administration. Conducts simple information system and database searches, collates and mails information packages, prepares materials for printing, maintains information boards, and provides temporary back-up for other staff. Performs other related duties and responsibilities consistent with the job description and classification on request. 5. LEVEL OF INDEPENDENCE Check one box that best describes the level of independence that can be exercised within the position by a fully trained employee. FORMCHECKBOX Work is provided with specific instructions describing how and when it should be completed. FORMCHECKBOX Work is provided with general instructions. The employee makes choices about how the work will be completed within deadlines. FORMCHECKBOX Work is self-directed by the employee. The employee determines what work needs to be completed and when it should be completed to meet deadlines. FORMCHECKBOX Work is assigned on a project-by-project basis in the form of broad objectives. The employee evaluated what work needs to be completed within general time frames. Provide examples of project work: 6. TRAINING EXERCISED If the position provides training, check each description that applies. FORMCHECKBOX Not required to provide training to other individuals. FORMCHECKBOX Explains how work is performed in his/her own position to individuals in other positions performing the same or similar work (includes training replacement employees). FORMCHECKBOX Provides one-on-one specialized training to other individuals. Considered a specialist in a particular area or field of study. Positions at this level may be designated as the resident department expert. FORMCHECKBOX Provides one-on-one training to individuals in other positions. Must have a good understanding of the work of the other positions. Positions at this level may be designated as group leaders or work leaders. FORMCHECKBOX Conducts training seminars for groups. Training seminars are normally scheduled and follow a prescribed format. May also develop or assist in the development of training seminars. 7. DIRECTION EXERCISED Check each description that applies. FORMCHECKBOX Not required to provide direction to other individuals. FORMCHECKBOX Assigns and/or checks work of other individuals. FORMCHECKBOX Schedules, assigns, and checks work of other individuals. FORMCHECKBOX In addition to C, establishes work priorities for a unit. FORMCHECKBOX In addition to C and D, guides project teams. 8. INTERNAL AND EXTERNAL CONTACTS List internal and external contacts (i.e., specific positions within own department, other departments, students, faculty, on/off campus vendors, etc.), the duration of each contact (i.e., less than 1 hour at a time, 1-2 hours at a time, more than 2 hours at a time), and the frequency of each contact (i.e., occasional, frequent, or continuous).Type of ContactDurationFrequencyStudents< 1 hourFrequentGeneral public< 1 hourFrequentFaculty and staff< 1 hourFrequent 9. IMPACT OF ERRORS Common Errors: Provide a few examples of the most common errors which normally occur in the performance of the work.Typing and data entry errors Making incorrect referralsUncommon Errors: Provide a few examples of most uncommon errors which infrequently occur in the performance of the work.Providing the wrong information regarding a process or procedure Providing incomplete or inaccurate information for the review and approval of others 10. EFFORT Describe concentrated periods of auditory (hearing/listening); visual (seeing); perceptual (understanding / comprehending); and physical dexterity (finger/hand movements, eye/hand coordination, lifting, carrying, pushing, pulling, reaching etc.). For each example of effort, indicate the concentrated duration (less than 1 hour at a time, 1-2 hours at a time, more than 2 hours at a time) and frequency (occasional, frequent, continuous).Type of EffortDurationFrequencyAuditory< 1 hourFrequentVisual< 1 hourFrequentPerceptual< 1 hourFrequentPhysical Dexterity1-2 hoursFrequentNon-confined sitting1-2 hoursFrequentWalking< 1 hourOccasionalLifting, carrying (office supplies)< 1 hourOccasional 11. WORKING CONDITIONSDescribe the place(s) where work is performed such as office environment, laboratory, outside work site, etc. Also identify the number of hours (of the total hours worked per week) spent in the place(s).LocationHours spent as a total of hours worked per weekGeneral office35 / 35 hoursDescribe any uncomfortable and/or distracting conditions in the work place(s) which an incumbent is exposed to on a regular basis and the frequency of the exposure. (e.g. interruptions, distracting noise, unpleasant odours, dust, drafts, inks, dyes, cleaning agents, toner for printers, temperature extremes, heavy dust conditions, wetness, fumes, vibrations, etc.)Uncomfortable ConditionsFrequency of Exposure (Occasional, Frequent, or Continuous)Distracting noiseOccasionalInterruptionsFrequentDescribe any potential health or safety hazards etc. and the frequency of exposure of each hazard. (e.g. dealing with complaints and/or verbal/physical abuse; noise levels that interfere with normal speech/hearing; toxic gases or materials; dangerous chemicals, combustibles, radioactive material; repetitive arm, finger, wrist movements or other activities that may result in a physical injury; high speed, pressurized equipment; high voltage; heights above five feet; bio-hazardous wastes, body fluids, etc.)Potential Health or Safety HazardsFrequency of Exposure (Occasional, Frequent, or Continuous)Dealing with complaintsOccasionalRepetitive arm/finger movementsFrequent 12. CONTINUING EDUCATION Check each description that applies. FORMCHECKBOX Does not require any continuing education. FORMCHECKBOX Requires learning new university/department related procedures and/or methods. FORMCHECKBOX Requires learning new procedures and/or methods acquired through reading non-university/department publications. FORMCHECKBOX In addition to B and C, requires registration in formal seminars, training sessions, workshops, conferences, etc. FORMCHECKBOX In addition to B, C, and D, requires registration in post-secondary courses (one semester/equivalent). 13. QUALIFICATIONS Minimum required to satisfactorily perform the work.Formal education qualifications: identify the highest level of formal schooling required.High school graduation and general courses or training of moderate duration (one semester or equivalent) in word processing, spreadsheet and database applications and office procedures.In addition to formal education, identify the certification or program of study required.NoneIn addition to the above qualifications, the number of years of minimum experience are:2YearsCheck one: FORMCHECKBOX An equivalent combination of formal education, certificate/program of study ad experience is acceptable. FORMCHECKBOX An equivalent combination of education, certificate/program of study and experience is not acceptable because: (please explain) FORMTEXT      Occupational Skills: Identify skills specifically required to perform the work of the position.Ability to use enterprise level information systems (e.g., PeopleSoft, SAP, or equivalent) at an intermediate level Ability to use standard office applications (e.g., Word, FileMaker, Excel) at an intermediate level 55 wpm keyboarding skill with a high degree of accuracy Excellent interpersonal and customer service skills Good oral and written communications skills Excellent analytical reasoning, problem-solving and organizational skills Ability to exercise mature judgment and initiative Ability to follow oral and written instructions Ability to handle confidential and sensitive material with discretion Ability to perform arithmetic calculations with a high degree of accuracyOccupational Requirement(s): Identify non-skill requirements to perform the work such as ability to work shifts and/or be on-call; ability to travel periodically outside the lower mainland; have a valid driver's license; ability to lift, move or carry equipment or materials over 10 kg; etc.None 14. 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