Admissions & Administrative Coordinator
6 months ago
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, multi-year, multi-program 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 follow-up 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:
- Collect tuition and student fees, issue receipts and reconcile to student records
- collect and issue receipt of fees
- bookstore, PG tuition, etc.
- Daily cash-out
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