Admissions & Administrative Coordinator - Quesnel, Canada - College of New Caledonia

College of New Caledonia

Verified Company

Quesnel, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

EXISTING CNC CUPE Employees:
Employment Status Full Time Employment Type Regular Job Summary Specific Duties

Reporting to the Regional Principal or designate and in cooperation with College employees and the community, this position is responsible for developing, planning, implementing, administering and evaluating a variety of administrative office functions as well as community education (CE) and related financial tasks.

This is a position whose decisions and actions have significant impact on the operations of the Division and the College, as accountability is external to the public as well as internal.

This position is responsible for the development and maintenance of efficient and effective information and communication systems including admissions, registrations, enrolments, course completion tracking and reporting, reception, accounts payable and receivable, as well as establishing systems to meet contract requirements.

In addition, the incumbent is responsible for utilizing a collaborative approach to manage the continuing education course offerings for the campus calendar.

The incumbent is also responsible for ensuring communication strategies result in a professional supportive atmosphere in the main office as well as positive linkages with all campuses.

REPORTING & PRODUCTION FUNCTIONS:

Prepare a variety of complex, multiyear, multiprogram reports for both internal and external uses
Provide relevant information in a timely manner as requested by Institutional Research
Establish reporting structures and functions via database
Ensure Freedom of Information and Protection of Privacy (FOIPOP) regulations and procedures are followed regarding release of student information
Ensure service, rental and related agreements are drafted with content needed for management approval
Disseminate accurate and timely information to ensure both financial and other reports meet mandates
Guarantee processes and collection of course/program and student information in provincial data system meets base and cost recovery requirements

FINANCIAL RESPONSIBILITIES:

Assist with required budget processes for cost recovery projects
Ensure all course/student billings, invoices, and refunds are completed on time and do followup on payments
Formulate suggestions and/or recommendations regarding policy and/or procedural improvements
Process required payments for campus services
Initiate contact with funders and respond to financial queries for CE and sponsorship, contract billing
Coordinate with the Senior Accounting Clerk to process Accounts receivable and payable

COMMUNITY EDUCATION RESPONSIBILITIES:

Support and guide CE programmers by:

Helping to formulate a business model for CE course offerings
Consulting on criteria for course viability
Assisting with course management
Ensuring appropriate tracking, recording and communication of all course details
Providing guidance and support for the development of the course calendar
Supporting CE programmers with problem solving and handling of community complaints
Certificate production and distribution as appropriate
Communicating accurate course and registration information directly to the public

OFFICE OF THE REGISTRAR DUTIES:

Builds required sections for courses and programs
Course and student data is entered accurately, and report forms are created
Performs clerical functions using the Colleague System verifying student information, updating list/forms typing correspondence, producing acceptance packages, and administering waitlists
Responds promptly to written and verbal enquiries from prospective students, applicants, and recruitment agents regarding admissions activities such as program requirements, documentation requirements, admission statuses, and program start dates
Update student records for purposes of admission and course prerequisites
Reinforces the colleges values regarding legal requirements regarding the privacy and confidentiality of student information and records
Assists with communication content to ensure standards and consistency across the institution (e.g. acceptance letters, Colleague Communications Management)
Collaborates to ensure efficient, campus wide registration processes align with Prince George Admissions
Process accurately grade sheets and change of enrolment forms

ADMINISTRATION/RECEPTION/BOOKSTORE RESPONSIBILITIES:
Establish and maintain communications to ensure all internal and external interactions are solution focused and supportive.

This position is responsible for ensuring all registrations and front office procedures are service focused, efficient, and reflect college procedures via collegiality, collaboration and mentorship with all front end operational personnel.

The incumbent ensures the following: