Apprenticeship Assistant

**_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**:
**Provides Academic Guidance to Apprenticeship Students by**:

- Assisting students in working through educational plans including understanding program of study requirements.
- Referring students to college resources, e.g., study skills workshops, health and wellness, peer tutoring
- Advocating for students in student success related matters, for example, with the dean/associate deans in exceptional matters or with the professor and/or program team.
- Ensuring timely and accurate information is provided upon request and communicated in an efficient, professional, and customer focused manner
- Assisting in verifying and updating some portions of student records.
- Supporting the development of, submission, tracking and reconciling of the Apprenticeship Seat Plan with the Ministry of Labour, Training, and Skills Development.
- Managing student information and other data, and purchase requisitions in the Employment Ontario Information System - Apprenticeship (EOIS-APPR) and Durham College Banner System.

**Ontario Youth Apprenticeship Program**:

- Works closely with local school boards to coordinate the OYAP class schedules, ordering student supplies (books, jackets, PPE, etc.), coordinate the required paperwork and documents for DC and the Ministry of Labour
- Reporting daily attendance to the school boards and Ministry of Labour
- Work with school board partners to plan annual indenturing night and support annual graduation ceremony.
- Auditing the OYAP student grades and rolling to banner.
- Advising students about services and other support to ensure success.

**Provides Administrative and Reception Services including**:

- Greeting visitors to the office and responding to a variety of inquiries from students, staff, other departments and the general public.
- Registering Apprenticeship students into programs and advising students and their employers regarding the apprenticeship process with the Ministry of Labour, Training, and Skills Development.
- Preparation of welcome packages and orientation sessions for Apprenticeship students
- Administration of KPI and SFQ process for apprenticeship programs
- Assisting with the review of graduation status, as required
- Running reports for review and action by the Dean and/or Associate Deans.
- Sending out student and/or faculty communications regarding required student support and upcoming deadlines as needed.
- Supporting the development of, submission, tracking and reconciling of expense reports, invoices, course outlines, timetables.
- Develops and maintains operating procedures that minimize the likelihood and impact of errors and improve business operations.
- Providing front desk support and coverage for LiveChat.
- Coordinating meetings, preparing agendas and recording minutes.

**Participates in school related events/meetings by**:

- Participating in student recruitment or retention events, including but not limited to Open House, Orientation events, CIP etc.
- Coordinating the Annual OYAP indenturing night and graduation ceremony.
- Attending divisional, program, and other school meetings, as appropriate
- Attending regular group meetings and inviting various college representatives to discuss policies/procedures/practices to ensure currency

**QUALIFICATIONS**:

- A minimum of a two-year diploma in Office Administration
- A minimum of three years experience in an academic office environment with a focus on student interaction and service.
- Knowledge of post secondary programs, apprenticeship and policies is essential.
- Knowledge of external government agencies or employers (such as