Division Assistant

2 weeks ago

Kelowna, Canada Okanagan College Full time

Position Information

**Position Number**
- S00583**Position Title**
- Division Assistant**Division/Portfolio**
- Student Services**Department/Program**
- Student Services Admin**Location**
- Kelowna**Other Flexible Work Options**

**Your Opportunity**
- Under the general supervision of the Executive Assistant to the Director, the Division Assistant is responsible for providing reception and clerical support for all departments within the Student Services Division (Counselling; Accessibility Services; Aboriginal Services; Financial Aid & Awards; Educational Advising; Student, Graduate and Co-Op Employment; and Athletics, Recreation & Student Life); provides and communicates general information on programs and services.**Functions and Duties**
- 1. Provides reception and clerical support for Student Services; prepares and sends out correspondence and reports; barcodes and scans confidential documents and edocument imaging; orders and maintains office supplies; monitors photocopier usage and liaises with repair services; and takes minutes
- 2. Organizes work, maintains detailed records, and performs data entry functions- 3. Is the first point of contact - in-person and electronically - for prospective and registered students, external contacts, staff, and the public for all services available to students- 4. Provides general information on procedures, programs and services; refers to other sources as appropriate- 5. Assists prospective students, students, parents, and the public on navigating the Okanagan College website to find information on courses, registration processes and general information- 6. Schedules appointments for Student Services; determines immediacy of appointment required and appropriate service provider; books classrooms and equipment- 9. Assists the Access Liaison (Exam Scheduler) with all aspects of accommodated exams for students who receive accommodations through Accessibility Services- 10. Creates disbursement memos for Accessibility Services and Financial Aid & Awards- 11. Liaises with other Okanagan College department staff to obtain needed information that may not be found on the OC website (e.g. department staff, department chairs, who to contact, other information as needed)- 12. Maintains the Student Services website and all social media platforms.-
- 14. Performs other duties as assigned**Education and Experience**
- Completion of Grade 12 or equivalent plus one year post-secondary training in Office Administration or equivalent is required. A minimum of 1 year experience in office administration is required.**Skills and Abilities**
- Proficient in the use of computer systems and software including Microsoft Office, Adobe Professional and Drupal
- Strong written and verbal communication skills
- Excellent organizational and time management skills with superior attention to detail and accuracy
- Demonstrated problem solving skills
- Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment
- Ability to exercise courtesy and consideration of others within an open concept working environment
- Ability to deal tactfully and diplomatically with internal and external contacts
- Able to interpret and operationalize complex policies and processes
- Ability to prioritize, be adaptable and flexible while managing a high work volume and competing priorities to meet strict deadlines.

**Preferred Qualifications**

**Desired Start Date**
- 02/26/2024**Position End Date (if temporary)**
- 03/28/2024**Schedule**
- Monday-Friday, 8:30am-4:30pm, 35 hours/week.**Annual Salary/Hourly Rate**
- $25.29 - $28.87**Appointment Type**
- Support - Non-Regular Full-time**Special Instructions to Applicants**
- Note: This is covering a leave and that it may be extended past Mar. 28, 2024.-
**Employee Group**
- Support

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