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Continuing Education Program Services Clerk

4 months ago

Hamilton, Canada Mohawk College Full time

**Continuing Education Program Services Clerk** Status**:Full Time

**Hours**:Monday to Friday, 35 hours/week

**Home Campus**: Fennell

**Pay Band**:E

**Rate of Pay**:$26.47

**Posting Date**:June 7th, 2023

**Closing Date**:June 13th, 2023 at 7:00pm EST

We support and encourage the contributions of our diverse employees. We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

**Continuing Education Program Services Clerk**

This position provides front-line and clerical support to programs and courses within the Faculty of Continuing Education.

The incumbent provides first point of contact and customer service to Continuing Education. The incumbent provides clerical support for the start-up and maintenance of courses and programs for all delivery types including in-class, blended learning and online learning including distance education and Ontario Learn courses and programs. The incumbent must be able to function at a level that requires independent problem-solving and decision-making skills in the execution of the various activities and issues.

Flexibility in working hours and campus location to support the effective functioning of the Faculty of Continuing Education are required.

**RESPONSIBILITIES**:
The duties of this position will include, but are not limited to the following:
**Performs Front-Line Customer Service and Clerical Services for the Academic Area by**:

- Assisting students with course/program, course offerings, pre-requisite and equivalency information.
- Assisting the Program Manager in the secretarial administrative functions of the Academic Area.
- Preparation of Continuing Education Catalogue(s) for the assigned academic area each semester as well as the coordination of all other marketing materials.
- Inputting text changes/content updates to the CE web site.
- Processing of course create/update forms.
- Ordering all textbooks, desk copies and manuals for the respective courses/programs.
- Daily monitoring of enrolments during start-up with Program Manager and Program Support Officer; executes course cancellations/additional sections at request of Program Manager and notifies students and faculty.
- Entering course outline information into the Course Outline Management System and communicating with instructors regarding revisions/updates to course outlines.
- Assisting with pre-registration procedures and other activities associated with the start-up of each semester by preparing packages of materials and/or electronic communication for distribution to in-class and online students; technical login support for online students to access courses; staffing of start-up kiosks in The Square.
- Attending events including but not limited to trade shows, Open Houses, guest speakers and other special events.
- Back up for the Program Support Officer for the coordination of Program Advisory Committee Meetings.
- Coordination of meetings including calendar management and takes meeting minutes as requested.
- Support faculty in providing photocopies, resources and arrange parking for guest speakers.

**Clerical Support for Continuing Education including In-Class, Blended, OntarioLearn and Distance Education Courses**:

- Creating Courses/Course Registration Numbers (CRN’s).
- Print and instructional material coordination for faculty.

**Processing of Academic Information for Student Records by**:

- Accessing data from the Program of Studies system and reviewing student transcripts in order to establish eligibility requirements for certificates/acknowledgements.
- Processing incomplete profiles and follow-up as required with faculty members as directed by the Program Manager.
- Making sure course transfers are processed for students enrolled in the incorrect section, etc; responsible for contacting students to advise them of the withdrawal or transfer and providing the rationale behind the decision.
- Organizing exemption requests for Program Manager review.
- Directing students on PLAR resources.

**Other Duties and Special Projects as Assigned**:

- Assisting and backing up other support staff during peak periods and for absence coverage.
- Takes on special projects as assigned by the Program Manager/Operations Manager.
- Requires flexibility in working hours to meet the operating needs of the Faculty of Continuing Education.
- Other duties as assigned.

**QUALIFICATIONS**:
The successful applicant must have:

- A minimum of two-year post-secondary education in Office Administration, Business or related field.
- A minimum of three years of practical experience in an office environment including experience with computer and word processing sof