Program Assistant

3 weeks ago

Kelowna, Canada Okanagan College Full time

Position Information

**Position Number**
- S00355**Position Title**
- 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 Continuing Studies (CS) clerk is responsible for registration and cashier services for CS; provides clerical support and assistance to students, instructors and CS administrators; assists in room bookings, compiling student statistical information and files, administers pre-tests, responds to general inquiries, provides customer service for internal and external customers, and performs other related duties as required.**Functions and Duties**
- 1. Provides student admission and registration services for Continuing Studies programs by:

b) processing the information, accepting payments, generating receipts, validating credit and debit cards where applicable;
- c) preparing paperwork, processing refunds, and recommending refunds where applicable;
- d) filing registration and refund receipts;
- e) maintaining program waitlists and contacting potential students;
g) performing data entry duties by entering student data into Banner and other internal systems;
- h) requesting further documentation, checking prerequisites and advising applicant of status;
j) generating and maintaining up-to-date class lists with respect to course changes and withdrawals;
- k) advising students of program options, details, procedures, textbook and supplies requirements;
m) liaising with other OC departments for student educational upgrading;
- n) liaising with other OC departments in regards to student registrations (includes based funded programs).
- 2. Provides clerical support to Continuing Studies administrators by:

- a) maintaining internal and external contact lists and directories;
c) ordering and maintaining office supplies, photocopying and fax supplies, monitoring photocopier usage and liaising with repair services;
- d) preparing, conducting, compiling, and processing student evaluations;
- e) compiling enrolment statistics (i.e., head count, student completion);
- f) administering pre-requisite testing, accepting fees, marking, and reporting;
- g) assisting in the processing of payment vouchers, journal entry transfers, invoices, honorarias, requests to purchase, and other related financial documents;
- h) advising other departments, security and switchboard of after hours and weekend programs;
- i) maintaining filing and recording and bring-forward systems;
- j) typing and filing correspondence, reports, and curriculum;
l) providing relief/overload assistance to the Campus Administrator as required;
- m) maintaining membership, coordinating meetings, recording, typing and distributing agendas and minutes for Program Advisory Committees and various Continuing Studies committees;
- n) providing receptionist duties.
- 3. Provides clerical support for the Continuing Studies Instructors by:

- a) providing class lists, attendance summaries, pre-test results prior to start of new class;
- b) ordering course supplies, books and materials;
- c) distributing course schedules and required course materials;
- d) scheduling rooms, arranging equipment and set up of room as necessary, including the provision of refreshments if required;
- e) processing instructor contracts and expense claims;
- f) typing course material such as course outlines, lecture notes, quizzes, exams, certificates, reports and manuals;
- g) proofreading documents in preparation for print and processing print requests.
- 4. Provides cashier services for Continuing Studies where applicable by;
- a) balancing credit and debit card transactions;
- b) reconciling cash receipts and students registration forms;
- c) entering transactions into Banner and other internal systems;
- d) processing fee deferrals and fee adjustments;
- e) preparing bank deposits.
- 5. Assists with contract training and event coordination for Continuing Studies by:

- a) arranging necessary bookings for Continuing Studies contract training, events and related meetings;
- b) arranging for and setting up all equipment and supplies;
- c) arranging for travel and accommodation bookings;
- d) arranging internal and external personnel for event participation;
- e) advising other departments of scheduled events;
- f) arranging for security passes, keys, parking passes for internal and external personnel.
- 6. Provides public relations and marketing support for Continuing Studies by:

- a) assisting with marketing activities to maximize student recruitment for all Continuing Studies programs;
- b) maintaining all Continuing Studies program profiles to ensure currency and accuracy in printed and electronic formats;
- c) assisting with the distribution of printed material according to appropriate mailing lists
- d) verifying and maintaining accuracy and continuity of pri

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