Part-time Program Clerk

1 month ago

Barrie, Canada Georgian College Full time

Department: School College Partnerships
Campus: Barrie
Classification: Support Staff
Posting Date: May 31, 2024 
Salary Range: $ 20.00 per hour
Hours per week: Up to 24 hours per week (Current hours are anticipated to be 24 hours per week)
Status: Part-time (Temporary Replacement)
Effective Date: July 22, 2024 to July 19, 2025
 
This is a temporary replacement position for a bargaining unit employee. Terms and conditions of employment are as outlined in the Part-time Support Staff Collective Agreement.

Reporting to the Manager, School College Partnerships the incumbent provides administrative and clerical support as required. Specific duties include, but are not limited to:

• Providing meeting support for the Central Lakes Regional Planning Team including minute taking
• Setting up contracts for faculty in HR PeopleSoft
• Creating and activating employee IDs in Banner for college and school board staff 
• Supporting the planning and execution of department events as required
• Creating requisitions and receiving purchased goods in PeopleSoft Financial 
• Assisting with tracking and maintaining records of invoices and accounts
• Assisting in preparing financial reports
• Assisting with financial activities which include preparing journal entries, cheque requisitions, salary reallocations, etc.
• Requesting invoicing for department programs
• Creating a Sharepoint Excel Registration site each semester
• Receiving and tracking dual credit registration and withdrawals from multiple school boards
• Creating student records in the Student Information System (Banner) and registering secondary school students into dual credit courses in cooperation with the Office of the Registrar
• Troubleshooting Student Information System (Banner) access / login issues
• Supplying accurate information to the Scheduling department for the creation of course reference numbers (CRNs) for dual credit courses in the scheduling system and editing when necessary
• Assisting with coordinating logistics for course delivery which includes coordinating room scheduling requests, and ordering / tracking delivery of texts and supplies required
• Providing related documents for department and school board staff
• Ensuring faculty / dual credit teachers have access to the learning management system (Blackboard)
• Creating, distributing and collecting standard forms (i.e. Freedom of Information (FOI) forms, Exit Surveys, Dual Credit certificates, etc.) 
• Running class rosters and final marks from the Student Information System (Banner), ensuring faculty have inputted grades
• Acting as first point of contact for School College Partnerships to answer general inquiries and provide general information
• Acting as a resource to faculty, staff, and students to answer questions and provide support, or initial troubleshooting, for on campus issues

Qualifications:
• Successfully completed a one-year postsecondary certificate in a relevant field of study that may include, but is not limited to office administration
• Two years’ experience in an office environment where duties included providing general clerical / administrative and budget monitoring support as well as frontline customer service
• Experience and knowledge of registration processes (preferably in an academic environment)
• Proven organizational and time management skills in order to meet multiple deadlines with strict timelines
• Computer skills and experience in MS Office Suite including creating and maintaining information in Word, Excel, and email
• Experience working in a student information system (preferably Banner), a learning management system (preferably Blackboard) and a human resource / financial information system (preferably PeopleSoft HR and Financial)
• Interpersonal and communication (written and oral) skills with the ability to provide information in a clear and concise manner
• Demonstrated experience in supporting committees including minute taking, agendas, follow up items, etc.
• Ability to work independently and within a team environment

Georgian College supports diversity, equity and a workplace free from harassment and discrimination and is committed to an inclusive, barrier-free environment. We invite applications from all qualified candidates and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to persons of Indigenous ancestry, members of visible minorities, persons with disabilities, women and members of the 2SLGBTQ+ community. If you are contacted to participate in the interview, please advise the coordinator of any accommodations needed with respect to any materials or processes used to ensure you have access to a fair and equitable process.

Alternate formats will be provided upon request throughout the recruitment and selection process.

Georgian College has introduced Flex Work for some positions. This position is currently eligible for Hybrid Work. Flex Work agreements will be determined between the employee and manager when employment commences and may change in accordance with the Flex Work guidelines. All employees are required to permanently reside in the province of Ontario.

Applications for this position must be received by 11:59 p.m. June 11, 2024.

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