Front Desk Program Assistant

2 weeks ago

Oshawa, Canada Durham College Full time

**About Durham College**:
Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of the GTA’s Top 100 employers.

The college offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, justice, media, art and design.

With a focus on experiential learning, DC graduates are known for having the skills and knowledge employers need. More than 104,000 alumni represent the college, both locally and around the world.

Serving the Durham Region and Northumberland County communities for over 50 years, with campuses in Oshawa and Whitby, the college offers over 12,500 full-time post-secondary and apprenticeship students access to more than 145 full-time post-secondary programs - including four honours bachelor degrees and nine apprenticeship programs. Led by over 1,860 full
- and part-time staff, DC has an estimated annual economic impact of more than $913 million on Durham Region.

**DUTIES AND RESPONSIBILITIES**:
This position also provides general assistance with the implementation of customer service programs within the department. It requires frequent communication with Managers, students, instructors, and operational staff. The incumbent liaises with and provides support to Managers to help ensure the efficient delivery of all PPL programs and courses, regardless of the delivery modality.

**Customer Service**:

- Greet clients, respond to enquiries by telephone and in person, and Live Chat
- Utilize Banner to check availability of seats, verify classroom numbers, textbooks, tuition fees and mark submissions
- Process all manual registrations, course transfers, refunds, withdrawals, etc.
- Assist students with web self-registration and searching for courses at front kiosks
- Provide support to customers through live chat to answer questions, solve problems, and troubleshoot.

**Faculty Support**:

- Respond to enquiries and provide information in areas such as print shop, equipment usage, supplies, etc.
- Communicate with faculty regarding classroom attendance sheets and general inquiries/policies/procedures
- Deliver materials to, and retrieve finished products from the Print Shop

**Administrative Support**:

- Use Excel to prepare reports on a variety of areas, including course activity, instructor performance, course enrolment trends, and front desk operations for the Dean, Managers, and Senior Operations Manager as requested.
- Ensure office supplies and equipment are maintained and replaced as needed.
- Process and reconcile staff corporate card expenses.
- Issue digital badges as requested.

Registration and payment processing (PPL students only):

- Perform all registration transactions outlined in Enrollment Services Procedure Manual, including enrolments, course transfers, drop transfer, withdrawals, waitlists and class lists etc.
- Verify and update student records
- Generate student IDs in Banner
- Enroll students into appropriate course sections
- Change post-secondary student records for PPL courses

Processing payments by:

- Assist other PPL registration staff to resolve registration/cashiering issues

Additional Responsibilities
- Some evening and weekend duties required including evening office coverage as well as assistance with events as such Open House, Program Information Nights, convocation, orientation etc. In addition, during peak periods, evening office coverage may be required.
- Other tasks as assigned.

**QUALIFICATIONS**:
1. A minimum of a two-year diploma in Office Administration.
2. A minimum of three years’ practical experience in an office setting/customer service area.
3. Knowledge of e-learning platforms or online courses would be an asset.
4. Experience in an academic office, particularly an online educational department, would be an asset.
5. Strong attention to detail is essential.
6. Ability to prioritize and meet weekly and monthly deadlines.
7. High level of communication skills, both written and verbal.
8. Demonstrated ability to transmit and receive information accurately. Ability to work well under pressure in a busy, noisy and high-volume environment. Adaptability, flexibility, and innovative problem-solving skills.
9. Strong organizational and time-management skills in planning, executing, and completing tasks.
10. Ability to work autonomously and as part of a team.

Required Skills

Starting Rate: $26.47; Four Year Rate: $30.69

Required Experience

Hours: 35 hours per week (1) one-hour lunch; Mon - Fri (8:30 am - 4:30 pm) Some weekends and evenings required.

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