Internal Exam and Program Assistant

4 weeks ago

Kelowna, Canada Okanagan College Full time

Position Information

**Position Number**
- S00379**Position Title**
- Internal Exam and 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 Internal Exam and Program Assistant is responsible for providing exceptional client service to the general public, applicants, prospective and current students, as well as other stakeholders, including: provision of registration services; organizing internal Distance Education exams; providing clerical assistance to students, instructors and Continuing Studies administrators; completing room bookings; compiling student statistical information; and responding to general inquiries as required.**Functions and Duties**
- 1. Interacts with clients and provides general information on Continuing Studies courses and programs by telephone, electronically and in-person
- 2. Responds promptly and accurately to inquiries, concerns and requests with respect to programs and options, registration procedures, textbook and supplies requirements, including directing requests and unresolved issues to designated resources
- 3. Assists with monitoring course enrolments; maintains course waitlists and contacts potential students as necessary in a timely manner
- 4. Provides registration services for Continuing Studies programs by assisting students through the process of registration while ensuring adherence to College polices
- 5. Assesses documentation to verify students meet and maintain eligibility for registration
- 6. Ensures payments are received for course registration; investigates student account discrepancies; processes refunds; and liaises with other departments as required
- 7. Analyzes Distance Education (“DE”) exam data to identify and resolve scheduling conflicts
- 8. Schedules DE academic midterm and final exams including booking rooms, initiating Facilities requests to ensure appropriate exam room set-up, coordinating information with other College locations where necessary
- 9. Sorts DE exams and distributes exam packages in confidential, secure manner to locations as required; assists with administration of DE out of time exams, ensures DE tutors receive completed exams for marking in a timely manner
- 10. Monitors DE course and tutor material to ensure currency of information and ensures DE exam records are filed and archived according to approved procedures
- 11. Ensures DE students are kept informed of important exam information
- 12. Researches and recommends course materials to purchase that are not available through campus bookstore
- 13. Monitors, identifies and trouble shoots late material requirements
- 14. Prepares, prints and/or distributes correspondence, reports, course schedules, curriculum, exams, manuals and other documentation as required
- 15. Provides public relations and marketing support by assisting with marketing activities to maximize student recruitment; verifying and maintaining accuracy of print and website material; and maintaining inventory of Continuing Studies program literature for distribution
- 16. Provides other administrative support within the Division including monitoring equipment and supplies, maintaining contact lists and directories, photocopying, filing, sorting and distributing mail, ordering supplies, maintaining department forms, coordinating courier services
- 17. Performs other related duties as required**Education and Experience**
- Completion of Grade 12 plus graduation from a two year diploma program. Over 2 years and up to and including 4 years of related experience
- Preferred Qualifications-
**Skills and Abilities**
- Excellent computer skills with proficiency using Microsoft Office (Word, Excel, PowerPoint, Access and Outlook), and similar complex databases, as well as the ability to generate and analyze reports and to resolve difficulties with computer input and retrieval
- Requires organizational and inventory management skills
- Superior attention to detail and accuracy
- Strong written and verbal communication skills
- Able to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment
- Must be flexible and able to manage high work volume and conflicting priorities to meet deadlines
- Strong customer service skills with ability to deal tactfully and diplomatically with internal and external contacts

**Preferred Qualifications**

**Desired Start Date**
- 04/02/2024**Position End Date (if temporary)**
- 06/28/2024**Schedule**
- Monday - Friday 8am-4pm
- Evening and weekend work required during Distance Education exam sittings (6 exams periods per year)**Annual Salary/Hourly Rate**
- $26.14 - $29.84**Appointment Type**
- Support - Non-Regular Full-time**Special Instructions to Applicants**Employee Group**
- Support

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