Program Assistant - Kelowna, Canada - Okanagan College

Okanagan College

Verified Company

Kelowna, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Information

Position Number

S00355
Position Title
Program Assistant
Division/Portfolio
Continuing Studies and Corporate Training
Department/Program
C/S Administration
Location
Kelowna
Other Flexible Work Options

Your Opportunity

Under the general supervision of the Executive Assistant the Continuing Studies (CS) clerk is responsible for registration and cashier services for CS; provides clerical support and assistance to students, instructors and CS administrators; assists in room bookings, compiling student statistical information and files, administers pretests, responds to general inquiries, provides customer service for internal and external customers, and performs other related duties as required.
Functions and Duties
1.

Provides student admission and registration services for Continuing Studies programs by:

b) processing the information, accepting payments, generating receipts, validating credit and debit cards where applicable;
- c) preparing paperwork, processing refunds, and recommending refunds where applicable;
- d) filing registration and refund receipts;
- e) maintaining program waitlists and contacting potential students;
g) performing data entry duties by entering student data into Banner and other internal systems;
- h) requesting further documentation, checking prerequisites and advising applicant of status;
j) generating and maintaining up-to-date class lists with respect to course changes and withdrawals;
- k) advising students of program options, details, procedures, textbook and supplies requirements;
m) liaising with other OC departments for student educational upgrading;
- n) liaising with other OC departments in regards to student registrations (includes based funded programs).

Provides clerical support to Continuing Studies administrators by:
- a) maintaining internal and external contact lists and directories;
c) ordering and maintaining office supplies, photocopying and fax supplies, monitoring photocopier usage and liaising with repair services;
- d) preparing, conducting, compiling, and processing student evaluations;
- e) compiling enrolment statistics (i.e., head count, student completion);
- f) administering pre-requisite testing, accepting fees, marking, and reporting;
- g) assisting in the processing of payment vouchers, journal entry transfers, invoices, honorarias, requests to purchase, and other related financial documents;
- h) advising other departments, security and switchboard of after hours and weekend programs;
- i) maintaining filing and recording and bring-forward systems;
- j) typing and filing correspondence, reports, and curriculum;
l) providing relief/overload assistance to the Campus Administrator as required;
- m) maintaining membership, coordinating meetings, recording, typing and distributing agendas and minutes for Program Advisory Committees and various Continuing Studies committees;
- n) providing receptionist duties.

Provides clerical support for the Continuing Studies Instructors by:

- a) providing class lists, attendance summaries, pre-test results prior to start of new class;
- b) ordering course supplies, books and materials;
- c) distributing course schedules and required course materials;
- d) scheduling rooms, arranging equipment and set up of room as necessary, including the provision of refreshments if required;
- e) processing instructor contracts and expense claims;
- f) typing course material such as course outlines, lecture notes, quizzes, exams, certificates, reports and manuals;
- g) proofreading documents in preparation for print and processing print requests.

4. Provides cashier services for Continuing Studies where applicable by;

- a) balancing credit and debit card transactions;
- b) reconciling cash receipts and students registration forms;
- c) entering transactions into Banner and other internal systems;
- d) processing fee deferrals and fee adjustments;
- e) preparing bank deposits.

Assists with contract training and event coordination for Continuing Studies by:

- a) arranging necessary bookings for Continuing Studies contract training, events and related meetings;
- b) arranging for and setting up all equipment and supplies;
- c) arranging for travel and accommodation bookings;
- d) arranging internal and external personnel for event participation;
- e) advising other departments of scheduled events;
- f) arranging for security passes, keys, parking passes for internal and external personnel.

Provides public relations and marketing support for Continuing Studies by:

- a) assisting with marketing activities to maximize student recruitment for all Continuing Studies programs;
- b) maintaining all Continuing Studies program profiles to ensure currency and accuracy in printed and electronic formats;
- c) assisting with the distribution of printed material according to appropriate mailing lists
- d) verifying and maintaining accuracy and continuity of pri