Student Services Division Assistant - Kelowna, Canada - Okanagan College

Okanagan College

Verified Company

Kelowna, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Position Information

Position Number

S00467
Position Title
Student Services Division Assistant
Division/Portfolio
Student Services
Department/Program
Student Services Admin
Location
Kelowna
Other Flexible Work Options

Your Opportunity

Under the general supervision of the Executive Assistant to the Director, the Division Assistant is responsible for providing reception and clerical support for all departments within the Student Services Division (Counselling; Accessibility Services; Aboriginal Services; Financial Aid & Awards; Educational Advising; Student, Graduate and Co-Op Employment; and Athletics, Recreation & Student Life); provides and communicates general information on programs and services.
Functions and Duties
1. Provides reception and clerical support for Student Services; prepares and sends out correspondence and reports; barcodes and scans confidential documents and edocument imaging; orders and maintains office supplies; monitors photocopier usage and liaises with repair services; and takes minutes 2. Organizes work, maintains detailed records, and performs data entry functions 3. Is the first point of contact inperson and electronically for prospective and registered students, external contacts, staff and the public for all services available to students 4. Provides general information on procedures, programs and services; refers to other sources as appropriate 5. Assists prospective students, students, parents and the public on navigating the Okanagan College website to find information on courses, registration processes and general information 6. Schedules appointments for Student Services; determines immediacy of appointment required and appropriate service provider; books classrooms and equipment 9. Assists the Access Liaison (Exam Scheduler) with all aspects of accommodated exams for students who receive accommodations through Accessibility Services 10. Creates disbursement memos for Accessibility Services and Financial Aid & Awards 11. Liaises with other Okanagan College department staff to obtain needed information that may not be found on the OC website (e.g. department staff, department chairs, who to contact, other information as needed) 12. Maintains the Student Services web site 13. Performs other duties as assigned
Education and Experience
Completion of Grade 12 or equivalent plus one year postsecondary training in Office Administration or equivalent is required. A minimum of 1 year experience in office administration is required.
Skills and Abilities
Proficient in the use of computer systems and software including Microsoft Office, Adobe Professional and Drupal
Strong written and verbal communication skills
Excellent organizational and time management skills with superior attention to detail and accuracy
Demonstrated problem solving skills
Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment
Ability to exercise courtesy and consideration of others within an open concept working environment
Ability to deal tactfully and diplomatically with internal and external contacts
Able to interpret and operationalize complex policies and processes
Ability to prioritize, be adaptable and flexible while managing a high work volume and competing priorities to meet strict deadlines.