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SalaryCampus Service Representative - On-Call
Reporting to the Community Education (CE) Coordinator on the Trail Campus and utilizing a service excellence approach, this position is responsible for providing casual on-call administrative and campus support. Attention to detail, and a demonstrated ability to take initiative and assume responsibility for own learning are critical components of this role. Knowledge and experience working with MS Office programs (Word, Excel) is an important asset. A flexible schedule is required as there may be occasional shifts on weekends.
Main Duties and Responsibilities
Provides campus, CE and other department administrative support duties including:
- Responding to and directing general inquiries (i.e., room availability, course information and general CE/AUD/College information) by phone, in person and by email or other.
- Scheduling appointments for counsellors and AUD, as needed.
- Preparing Mach Forms.
- Directing AUD/Prep inquiries to applicable AUD staff.
- Maintaining ongoing knowledge of CE courses and their status.
- Creating new student records; registering CE/AUD students (SRS and online).
- Creating and monitoring class lists; managing course supplies, materials, and textbooks/manuals; notification of course cancellations.
- Assisting with class files including production of class lists, chron lists.
- Assisting with the production of the CE calendar, as needed.
- Ordering and/or collecting textbooks, videos, and library books from/for Castlegar Campus Library, as needed.
- Entering CE grades; preparing CE certificates.
- Preparing routine CE & AUD department correspondence, including invoicing, tracking payments, and processing sponsorships.
- Assisting with the creation and distribution of promotional and course materials such as website and social media, flyers, posters, calendars, and manuals.
- Assisting with new programming inquiries.
- Accepting and processing payment and withdrawals (cash/debit/credit) through SLED for all programs and courses.
- Assisting with inventory and distribution of course materials and manuals.
- Preparing confirmation of enrolment letters, as needed.
Provides campus support duties including:
- Maintaining room booking process and class signage.
- Assisting with responding to campus/facility use and maintenance requirements, including campus/centre access and photocopier/printer requirements.
- Collecting and distributing incoming mail; preparing outgoing mail; delivering mail from/to post office.
- Preparing and reconciling revenue reports and bank deposits.
- Maintaining petty cash, day to day filing and invigilating exams i.e., distance Ed and CE.
- Performs other related duties as assigned by supervisor.
Skills, Knowledge, and Abilities
- Excellent customer service, interpersonal and conflict resolution skills.
- Effective written and verbal communication skills.
- Proficient knowledge of the Student Record System (SRS), U4ERP (Finance and Human Resource system), and Student Ledger System (SLED).
- Proficient knowledge of Drupal (Content Management System) and Spiceworks.
- Attention to detail and confidentiality.
- Ability to work independently or as part of a team, utilizing curiosity as part of problem-solving.
- Proficient in computers and MS Office Suite (including Word, Excel, and email).
- Understanding of the use of software applications.
- Excellent organizational skills and the ability to set priorities when encountering conflicting demands.
- Ability to work in a multi-tasking environment.
Education and Experience
- High School graduation.
- Completion of a one-year Office Administration program.
- 1-2 years of related experience.
This is an on-call position commencing February 12, 2024. The salary is pay grade 7 - $31.16 per hour in accordance with the PPWC Collective Agreement.
