Client Services Assistant

3 weeks ago

Penticton, Canada Okanagan College Full time

Competition Details

Position Information Position Number S00323 Position Title Client Services Assistant Division/Portfolio Office of the Registrar Department/Program Records and Registration Location Penticton Other Flexible Work Options Your Opportunity Under the general supervision of the Client Services Manager, the Client Services Assistant provides exceptional client service to the general public, applicants, prospective and current students and other stakeholders, on admission and registration processes. The Assistant performs a number of duties required to admit and register students at Okanagan College and other duties required in the Office of the Registrar. Functions and Duties CLIENT SERVICE:
1. Interacts with clients either by telephone, electronically or face to face

2. Responds promptly to inquiries, concerns and requests about programs, applications, registration and services

3. Handles and resolves client feedback in a sensitive and timely manner and directs requests and unresolved issues to designated resources

4. Makes appropriate referrals to the internal college community, external partners, and agencies for matters requiring next level of intervention

ADMISSIONS:
5. Processes applications and determines program admissibility; reviews supporting documentation and ensures all data is entered for admission

6. Maintains application lists for high demand, limited enrollment, ranked and multiple intake programs

7. Creates and maintains program wait lists and activates applicants from wait lists

8. Ensures adherence to all College admission policies

9. Communicates application status and deadlines to applicants

REGISTRATION:
10. Verifies and updates the details of student academic records in the student information systems including grades, withdrawals and other standings.

11. Prepares, prints and distributes official Okanagan College documents and reports such as transcripts, class lists, student course schedules, final grade sheets, T2201A tax forms and verification of enrollments

12. Assesses documentation to verify students meet and maintain eligibility for registration in their courses

13. Accepts and records payments related to application and course fees, transcript requests, parking passes and other similar payments

14. Reconciles a daily statement of financial transactions

15. Assists other campuses and centres with registration and admission issues.

16. Liaises with Financial Services concerning scholarships, bursaries and third party sponsorships

17. Liaises with Financial Awards concerning student loans and funding

18. Maintains confidentiality of all information pertaining to student records

ADVISING:
19. Provides detailed policy, admissions, and registration information

20. Advises applicants and students of general entrance requirements

21. Refers applicants and students to the Education Advisors and online resources

22. Encourages applicants and students to be responsible for realizing their own education and career options

23. Assesses and resolves the needs of all prospective students, applicants and current students, including appropriate referrals

OTHER:
24. Maintains current, in depth knowledge of College programs and courses, general admission, registration, and program requirements, deadlines, procedures and policies

25. Maintains current knowledge of Canada Immigration study permit rules and regulations

26. Other duties as assigned Education and Experience Completion of Grade 12 or equivalent and graduation from a two year post-secondary diploma in a related area. Over two years and up to four years related experience Skills and Abilities - Superior customer service and interpersonal skills
- Effective conflict resolution skills and ability to resolve sensitive issues
- Exceptional listening and professional communication skills, focused on tact and diplomacy
- Excellent computer skills with proficiency using Microsoft Office (Word, Excel, PowerPoint and Outlook)
- Working knowledge and experience with student record systems
- 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
- Effective problem analysis and problem-solving skills
- Ability to exercise initiative, self-development, good judgment and critical thinking
- Works effectively both independently and as part of a team
- Ability to adapt and collaborate with others through organizational change and development
- Attention to detail and accuracy Preferred Qualifications Desired Start Date 07/16/2024 Position End Date (if temporary) 03/31/2025 Schedule Annual Salary/Hourly Rate $29.84 - $34.05 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 C002840 Posting Open Date 06/12/2024 Posting Closing Date 06/23/2024 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

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