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Trades Client Services Specialist
3 months ago
Competition Details
Position Information Position Number S00634 Position Title Trades Client Services Specialist Division/Portfolio Trades and Apprenticeship Department/Program Portfolio Dean's Office (P4) Location Kelowna Other Flexible Work Options Your Opportunity Under the direction of the Manager, Trades Programs, the Trades Client Services Specialist is responsible for leading the Trades Client Service Team in effective admission and registration processes, maximizing team functional efficiencies, and providing and promoting excellent client service.This position will analyze current procedures, streamline processes, and propose and implement practices related to Trades student information systems, registration, and records within the broader context of College policies.
The Trades Client Services Specialist is expected to be innovative in the use of technology, process improvements and communications, and act as the first point of contact for guidance for the Trades Client Service Team. The position will also support of the Trades Management Team with overall information management. Functions and Duties 1. Coordinates the efforts of the Trades Client Service Team, fostering a team approach, ensuring efficient and consistent employment of application and registration processes, and overall excellence in customer service
2. Provides oversight to the Trades Client Service Team by:
- Acting as the first point of contact and providing guidance and resolution;
- Prioritizes and assigns work on a daily basis;
- Schedules additional staff as required;
- Addresses and resolves day-to-day work problems;
- Provides feedback with performance management;
- Recruits, hires, and trains regular and non-regular employees;
- Orientates and identifies support staff training needs and implements training to meet job requirements;
3. Develops, maintains and documents Trades Client Service Team procedures, program scheduling, and student information tools; analyzes current systems and processes, proposes and tests efficiency improvements, implements solutions in consultation with the Trades Management Team
4. Reviews current student information systems and provides recommendations for improvements; works with Manager, Trades Programs, Trades Management Team, IT Services, Registrar’s Office and Scheduling, Business (Culinary Arts) to coordinate efforts in this area
5. Administers the integration of information between systems, including TIMS and Banner, or other systems, as required
6. Leads the coordination and implementation of effective and efficient strategies to deliver information to students, prospective students, applicants and other appropriate stakeholders; creates and maintains outgoing student communication templates, including admissions (letters, emails, web-based notifications, CRM notifications)
7. Participates in the hiring process as a part of the Selection Committee for the Trades Client Services Team; assists the Manager, Trades Programs with developing staff training materials; provides training and orientation to Client Services Assistants; provides recommendations for team training
8. Supports Trades Coordinator and Trades Management Team with human resources-related tasks, tools and systems, including processing of staffing actions and coordinating information to support staffing-related procedures or training
9. Responds promptly and accurately to inquiries, concerns and requests about programs, applications, registration and services, including making appropriate referrals to internal college community, external partners and resources, as required
10. Provides detailed policy, admissions and registration information for Trades & Apprenticeship, advises applicants and students on trades-specific provincial apprenticeship requirements
11. Works collaboratively with government agencies and Okanagan College departments to assist students in identifying available Trades student supports and incentives
12. Assesses and processes applications and determines program admissibility, reviews supporting documentation and ensures paperwork is complete before forwarding to the Registrar’s Office
13. Maintains application lists for high demand, limited enrolment, ranked and multiple intake programs, creates and maintains program waitlists and activates applicants from waitlists
14. Assists students through the process of admission and registration for course sections while ensuring adherence to all College admission policies
15. Assists other campuses and centers with Trades & Apprenticeship registration and admission issues
16. Enters, verifies and updates the details of student academic records in the student information systems, and the Industry Training Authority online system for Apprenticeship and Foundation programs
17. Prepares, analyzes 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
18. Accepts and records payments related to application and course fees and other similar payments; reconciles a daily statement of financial transactions
19. Liaises with internal and external stakeholders such as Financial Services, Financial Aid and Awards, Registrar’s Office, and third party sponsors to coordinate enrolment, admissions, payment, transfers, and information system coordination
20. Organizes Program Advisory Committee meetings and takes meeting minutes
21. Administers ITA exam scheduling, coordinates with ITA Client Relations Coordinator Assessments and ITA Exam CSRs to resolve exam scheduling issues
22. Creates and prepares internal reports from student information systems, including enrolment, information on equity-seeking groups and other data
23. Compiles data from various sources to determine best practices in Trades student information and supports
24. Supports Trades Coordinator and Manager, Trades Programs with organizing Department Chairs or other meetings and agendas and keeping minutes, as required Education and Experience Graduation from a two-year post-secondary diploma in Office Administration or equivalent.
A minimum of four years’ experience in office administration, with a minimum of two years’ experience using the Trades Information Management System (TIMS), Banner, Argos and other database systems for student records and registration.
Experience working with the Industry Training Authority (ITA), ITA Direct Access, and exam booking, along with demonstrated success with progressively more complex tasks and responsibility within the Trades Client Services Team is also an asset. Skills and Abilities - Excellent organizational and time management skills
- Excellent written and oral communication skills
- Ability to multi-task, organize, prioritize and maintain accurate records
- Ability to communicate effectively with staff, students, and the public
- Ability to maintain interpersonal relationships and exercise courtesy, tact and discretion
- Ability to maintain confidentiality and deal effectively with the needs of faculty and students
- Proven ability to manage workload effectively and support overall team effectiveness
- Proficiency in developing and evaluating procedures
- Critical thinking and problem solving skills
- Technical aptitude to work with complex information systems
- Aptitude for contributing to the design of and working with new systems and software
- Sufficient confidence and competence with systems to provide recommendations for improvement
- Research skills with the ability to analyze and synthesize data, deliver findings and recommendations
- Demonstrated leadership in effective work practices, both independently and as part of a team
- Advanced level and proficiency in Microsoft Office Preferred Qualifications Desired Start Date 08/06/2024 Position End Date (if temporary) 08/05/2025 Schedule Schedule will be Monday to Friday, 7 hours per day for a total of 35 hours per week. Daily schedule will be determined upon appointment. Annual Salary/Hourly Rate $32.94 - $37.64 Appointment Type Support - Non-Regular Full-time Special Instructions to Applicants Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a union observer during interviews and final selection of candidates. Employee Group Support Posting Detail Information Competition Number C002854 Posting Open Date 06/21/2024 Posting Closing Date 07/07/2024 Open Until Filled No Inclusion Statement Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application
