Enrolment & Student Engagement Assistant - Jobs in Salmon Arm, BC

Job Description

Position InformationPosition Number S00341Position Title Enrolment & Student Engagement AssistantDivision/Portfolio Regional Dean, Shuswap/RevelstokeDepartment/Program Regional Deans Office, Shuswap/RevelstokeLocation Salmon ArmOther Flexible Work OptionsYour OpportunityUnder the general supervision of the Manager, Salmon Arm, the position provides exceptional client service to the general public, applicants, prospective and current students and other stakeholders. With a comprehensive knowledge of Okanagan College program requirements, academic support services, student policies and regulations, this position responds to inquiries about Okanagan College programs and services; provides registration and admission services for all Okanagan College programs; assists with student retention through problem solving and referrals to appropriate services and individuals; maintains and updates student records in accordance with Okanagan College policies and procedures; assists with campus marketing and recruitment; and coordinates and administers a variety of campus events designed to enhance student engagement.Functions and Duties1. Interacts with clients and provides general information on Okanagan College either by telephone, electronically or face-to-face2. Responds promptly and accurately to inquiries, concerns and requests about programs, applications, registration and services, including direction of requests and unresolved issues to designated resources3. Makes appropriate referrals to the internal college community, external partners and agencies as required4. Provides detailed policy, admissions and registration information and advises applicants and students of general entrance requirements5. Encourages applicants and students to be responsible for realizing their own education and career options6. Assesses and processes applications and determine program admissibility; reviews supporting documentation and ensures all data is entered for admission; receives and reviews for completeness, requests additional information as needed7. Maintains application priority lists for OC programs while liaising with appropriate chairs, deans, directors and applicants8. Assesses documentation to verify students meet and maintain eligibility for registration in courses at Okanagan College9. Verifies and updates details of student academic records in the current student information system (Banner), as well as all student legacy systems (grades, withdrawals, other standings, creates course sections in Banner in accordance with data standards)10. Produces, prints, and distributes official Okanagan College documents and reports such as class lists, student course schedules, attendance summaries, course materials, final grade sheets, T2202A tax forms and verification of enrolments11. Provides student account services including accepting and processing payments (applicant fees, course fees, transcript requests, account adjustments (ie. refunds), parking passes, fitness room passes, internal and external room rentals, and other fees)12. Completes and audits cashier sessions and prepares bank deposits13. Liaises with various internal and external stakeholders such as Financial Services for scholarships, bursaries, and returned cheques, Financial Aid and Awards for student loans and funding, third party sponsors for dual credit contacts to coordinate enrolment, admissions, payment including refunds and transfers14. Provides a variety of administrative, office, and support services for the regional dean’s office, program areas and student services areas including scheduling student appointments for Education Advising, Accessibility Services and Counselling, processing student evaluations, monitoring equipment and supplies, typing, photocopying, barcoding, scanning, filing, sorting and distributing mail, coordinating courier services, maintaining departmental forms, updating SALTO cards, processing internal and external room rentals, etc.15. Processes continuing studies instructor contracts and expense claims, arranges for parking, keys, codes, and network and email for these instructors. Provides administrative and classroom support services to CS instructors as assigned16. Processes payment vouchers, journal entry transfers, invoices, honoraria, requests to purchase, and other related financial documents17. Liaises with various internal stakeholders such as student’s union, student services, recruitment, regional dean’s office and faculty/instructors to coordinate, promote, implement and participate in a variety of events that promote student retention and campus culture18. Gathers data from existing and past students, and make recommendations on access and retention strategies, and campus life activities19. Provides a variety of public relations and marketing services for the regional dean’s office including assisting with marketing activities related to maximizing student enrolment (information gathering from stakeholders), assessing publications and websites for accuracy and continuity as well as assists in the creation and delivery of marketing materials as appropriate, and coordinating events20. Assists in the coordination of a variety of students student tests including the supervision of internal and external testing (accommodated exams, entrance tests, exam invigilation)21. Assists and supports admissions and registration staff at other campuses and centres22. Provides backup of all front office positions as assigned23. Performs 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 experience.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 and Outlook)

• Working knowledge and experience with student record systems, including the ability to generate and analyze complex database reports

• Aptitude for learning and working with new systems and software

• Effective problem analysis and problem solving skills

Preferred QualificationsDesired Start Date 08/02/2022Position End Date (if temporary) 03/31/2023SchedulePosition is for 20 hours/week and will be worked 4 hours/day Mon – Fri.Annual Salary/Hourly Rate $26.82 - $30.65Appointment Type Support - Non-Regular Part-timeSpecial Instructions to ApplicantsShortlisted internal candidates must notify the current Support Staff Bargaining Chair Person and Human Resources if they want a Union observer during interviews and final selection of candidates.Employee Group SupportQuick Apply

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