Program Assistant - Contracts and Community

Your Opportunity

• Under the general supervision of the Operations and Administrative Coordinator, the Program Assistant provides client service to students, prospective students, instructors, and other stakeholders. This position is responsible for registration support services for Continuing Studies courses and programs; responds to inquiries about programs, courses and services; provides clerical and administrative support to Program Coordinators and Instructors; maintains and updates student records; assists with limited financial processing; and provides public relations and marketing support.

Functions and Duties

• Student Services and Registration Support
• Provides frontline customer service by responding to inquiries via phone, email, and in-person regarding Continuing Studies programs, courses, policies and procedures. 
• Assists students with online portal navigation (Destiny One, MyOkanagan, Moodle), account troubleshooting, registration issues, and provides guidance on program options, prerequisites, and requirements. 
• Maintains student records in Banner and legacy systems including data entry, grade entry, class lists, attendance summaries and processing Director’s List letters. 
• Maintains waitlists, sends welcome communications, creates certificates of completion and maintains general email inboxes.
• Financial Processing Support
• Processes refunds, cheque payments, subsidies, tuition and fee waivers on student accounts. 
• Troubleshoots electronic payment issues and requests financial adjustments.
• Prepares bank deposits and assists with processing payment vouchers, journal entries, invoices, honoraria and purchase requests. 
• Administrative and Clerical Support
• Provides comprehensive administrative support including receptionist duties, maintaining contact lists and filing systems, ordering and distributing course materials and supplies, photocopying, processing mail, and monitoring equipment. 
• Prepares and processes program and instructor evaluations.
• Types and proofreads course materials including outlines, exams, certificates, and reports. 
• Coordinates room setup, equipment and refreshments for courses and events.
• Submits instructor system access requests and prepares tutor payments.
• Processes student practicum and work placements requests through provincial health online portal system.
• Coordination and Liaison
• Liaises with internal departments including Registrar’s Office, Financial Services, Trades, and other campuses regarding student registrations, scholarships, bursaries, and student loans. 
• Communicates with external stakeholders and third-party sponsors. Advises security, switchboard, and other departments of after-hours and weekend program schedules. 
• Processes registrations for corporate training clients and provides backup support to other front office positions.
• Marketing and Recruitment Support
• Supports marketing and recruitment efforts by assisting with outreach, materials distribution and information accuracy.
• Performs other duties as assigned.

Education and Experience

• Completion of Grade 12 plus one year post-secondary training in Office Administration or equivalent. Over 1 year and up to and including 2 years of related experience. Familiarity with CS registration systems and processes.

Skills and Abilities

• Superior customer service and interpersonal skills
• Effective conflict resolution skills and ability to resolve sensitive issues
• Exceptional listening and professional communication skills, focused on tact and diplomacy
• Excellent computer skills with proficiency using Microsoft Office (Word, Excel, PowerPoint, Forms, SharePoint and Outlook)
• Working knowledge and experience with student record systems, including the ability to generate and analyze database reports
• Aptitude for learning and working with new systems and software
• Effective problem analysis and problem-solving skills

Our Values

• Students first: Creating meaningful life-long educational opportunities of the highest quality for alumni, current, and future students is at the heart of everything we do.
• Community: We are one College. We enthusiastically embrace the opportunity to work with, learn from, and support everyone we encounter collaboratively and collegially.
• Respect: We welcome, embrace, and celebrate that which make us unique in creating an environment in which every individual is valued, affirming our commitment to human dignity for all.
• Courage: We are courageous in our actions in areas that contribute to positive change in our communities and beyond. We have the courage to be vulnerable. We are truthful, sincere, and act ethically with honesty and fairness.
• Relationships: We steward meaningful relationships built on a foundation of reciprocity. We are compassionate, empathic, and care for the holistic well-being of students, employees, community members, and the land.
• Distinction: We choose activities in which we can achieve excellence and positively impact society.