Trades Client Services Assistant

2 weeks ago

Kelowna, Canada Okanagan College Full time

Position Information

**Position Number**
- S00271**Position Title**
- Trades Client Services Assistant**Division/Portfolio**
- Trades and Apprenticeship**Department/Program**
- Portfolio Dean's Office Support (P4)**Location**
- Kelowna**Other Flexible Work Options**

**Your Opportunity**
- Under the general supervision of the Manager, Trades Programs, the Trades Client Services Assistant provides exceptional client service to the general public, applicants, prospective and current students and other stakeholders, on Trades Program admission and registration processes. The Trades Client Services Assistant performs a number of duties required to admit, register, and support Trades & Apprenticeship students at Okanagan College.**Functions and Duties**
- 1. Interacts with clients and provides general information on Trades & Apprenticeship programs either by telephone, electronically and in-person- 3. Makes appropriate referrals to the internal college community, external partners, agencies and applicable online resources for matters as required
- 4. Provides detailed policy, admissions and registration information for Trades & Apprenticeship; advises applicants and students of general entrance and trade specific provincial apprenticeship requirements
- 5. Works collaboratively with government agencies (e.g. WorkBC, Industry Training Authority, Employment Insurance, Service Canada) to assist students with grants, loans, employment insurance and other financial incentives-
- 8. Assists students through the process of admission and registration for course sections while ensuring adherence to all College admission policies- 10. Verifies and updates the details of student academic records in the student information systems, and the Industry Training Authority (ITA) online system (e.g. grades, withdrawals and other standings) for Apprenticeship and Foundation Programs
- 11. Prepares, prints and distributes official Okanagan College documents and reports such as class lists, student course schedules, final grade sheets, unofficial transcripts and verification of enrolments in the Trades Information Management System (TIMS) database
- 12. Verifies, updates and registers the details of student academic records in the student information systems for General Interest & General Industry Programs
- 13. Assesses documentation to verify students meet and maintain eligibility for registration in their courses- 15. Assists other campuses and centres with Trades & Apprenticeship registration and admission issues
- 16. Liaises with various internal and external stakeholders such as Financial Services for scholarships, bursaries and returned cheques, Financial Aid & Awards for student loans and funding, and third party sponsors for dual credit contacts to coordinate enrolment, admissions, payment including refunds and transfers
- 17. Encourages applicants and students to be responsible for realizing their own education and career options- 19. Organizes Program Advisory Committee meetings and take meeting minutes
- 20. Administers ITA exam scheduling; coordinates with ITA Client Relations Coordinator Assessments and ITA Exam CSRs to resolve exam scheduling issues
- 21. Invigilates exams
- 22. Makes travel arrangements for Trades employees; reconciles and submits procurement card statements; tracks and enters AME Structures purchase log transactions; prepares AME Structures expense claims and mileage logs
- 23. Provides a variety of administrative support for the Trades office and program areas including monitoring equipment and supplies, typing, photocopying, filing, sorting and distributing mail, coordinating courier services, and maintaining departmental forms
- 24. Performs other duties as assigned**Education and Experience**
- Graduation from a two year post-secondary diploma in Office Administration or a related area. A minimum of three years’ experience in office administration required; previous experience in post-secondary admissions or registration preferred.**Skills and Abilities**
- Effective conflict resolution skills and ability to resolve sensitive issues
- Excellent computer skills with proficiency using Microsoft Office (Word, Excel, and Outlook)
- Working knowledge and experience with student record systems including the ability to generate and analyze complex database reports
- Aptitude for learning and working with new systems and software
- Proven ability to multi-task and adhere to deadlines in a high volume, fast-paced environment
- Excellent organizational and time management skills
- Works effectively both independently and as part of a team

**Preferred Qualifications**
- Position may provide support in regards to event planning and setup and social media so some event and marketing experience may be an asset.**Desired Start Date**
- 05/01/2023**Position End Date (if temporary)**
- 03/29/2024**Schedule**
- Schedule will be Monday to Friday for a total of 35 hours per week.- Upon discussion with superviso

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