Client Services Assistant - Jobs in Kelowna, BC

Job Description

Position InformationPosition Number S00482Position Title Client Services AssistantDivision/Portfolio Office of the RegistrarDepartment/Program Registrars OfficeLocation KelownaOther Flexible Work OptionsYour OpportunityUnder the general supervision of the Client Services Manager, the Client Services Assistant provides exceptional client service to the general public, applicants, prospective and current students and other stakeholders, on admission and registration processes. The Assistant performs a number of duties required to admit and register students at Okanagan College and other duties required in the Office of the Registrar.Functions and DutiesPlease note that this role will include tasks associated with both admissions and registration specialties.CLIENT SERVICE:1. Interacts with clients either by telephone, electronically or face to face2. Responds promptly to inquiries, concerns and requests about programs, applications, registration and services3. Handles and resolves client feedback in a sensitive and timely manner and directs requests and unresolved issues to designated resources4. Makes appropriate referrals to the internal college community, external partners, and agencies for matters requiring next level of interventionADMISSIONS:5. Processes applications and determines program admissibility; reviews supporting documentation and ensures all data is entered for admission6. Maintains application lists for high demand, limited enrollment, ranked and multiple intake programs7. Creates and maintains program wait lists and activates applicants from wait lists8. Ensures adherence to all College admission policies9. Communicates application status and deadlines to applicantsREGISTRATION:10. Verifies and updates the details of student academic records in the student information systems including grades, withdrawals and other standings.11. Prepares, prints and distributes official Okanagan College documents and reports such as transcripts, class lists, student course schedules, final grade sheets, T2201A tax forms and verification of enrollments12. Assesses documentation to verify students meet and maintain eligibility for registration in their courses13. Accepts and records payments related to application and course fees, transcript requests, parking passes and other similar payments14. Reconciles a daily statement of financial transactions15. Assists other campuses and centres with registration and admission issues.16. Liaises with Financial Services concerning scholarships, bursaries and third party sponsorships17. Liaises with Financial Awards concerning student loans and funding18. Maintains confidentiality of all information pertaining to student recordsADVISING:19. Provides detailed policy, admissions, and registration information20. Advises applicants and students of general entrance requirements21. Refers applicants and students to the Education Advisors and online resources22. Encourages applicants and students to be responsible for realizing their own education and career options23. Assesses and resolves the needs of all prospective students, applicants and current students, including appropriate referralsOTHER:24. Maintains current, in depth knowledge of College programs and courses, general admission, registration, and program requirements, deadlines, procedures and policies25. Maintains current knowledge of Canada Immigration study permit rules and regulations26. Other duties as assignedEducation and ExperienceCompletion of Grade 12 or equivalent and graduation from a two year post secondary diploma in a related area. Over two years and up to four years related experienceSkills 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 and Outlook)
• Working knowledge and experience with student record systems
• Aptitude for learning and working with new systems and software
• Proven ability to multitask and adhere to deadlines in a high volume, fast-paced environment
• Excellent organizational and time management skills
• Effective problem analysis and problem-solving skills
• Ability to exercise initiative, self-development, good judgment and critical thinking
• Works effectively both independently and as part of a team
• Ability to adapt and collaborate with others through organizational change and development
• Attention to detail and accuracy

Preferred Qualifications

• Knowledge of admissions and registration processes and policies are an asset.
• Banner Student knowledge is an asset.

Desired Start Date 10/17/2022Position End Date (if temporary)ScheduleMonday-Friday

• Winter hours: 8:30 – 4:30
• Summer hours 8:00-4:00

Annual Salary/Hourly Rate $48,804 - $55,787Appointment Type Support - Regular Full-timeSpecial Instructions to ApplicantsShortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and Human Resources if they want a Union Observer during interviews and final selection of candidates.Employee Group SupportQuick Apply

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