Address
Form of work
SalaryPosition Information
Position Number
S00379
Position Title
Internal Exam and Program Assistant
Division/Portfolio
Continuing Studies and Corporate Training
Department/Program
C/S Administration
Location
Kelowna
Other Flexible Work Options
Your Opportunity
Under the general supervision of the Executive Assistant, the Internal Exam and Program Assistant is responsible for providing exceptional client service to the general public, applicants, prospective and current students, as well as other stakeholders, including: provision of registration services; organizing internal Distance Education exams; providing clerical assistance to students, instructors and Continuing Studies administrators; completing room bookings; compiling student statistical information; and responding to general inquiries as required.
Functions and Duties
1. Interacts with clients and provides general information on Continuing Studies courses and Programs by telephone, electronically and in-person
2. Responds promptly and accurately to inquiries, concerns and requests with respect to programs and options, registration procedures, textbook and supplies requirements, including directing requests and unresolved issues to designated resources
3. Assists with monitoring course enrolments; maintains course waitlists and contacts potential students as necessary in a timely manner
4. Provides registration services for Continuing Studies programs by assisting students through the process of registration while ensuring adherence to College polices
5. Assesses documentation to verify students meet and maintain eligibility for registration
6. Ensures payments are received for course registration; investigates student account discrepancies; processes refunds; and liaises with other departments as required
7. Analyzes Distance Education (“DE”) exam data to identify and resolve scheduling conflicts
8. Schedules DE academic midterm and final exams including booking rooms, initiating Facilities requests to ensure appropriate exam room set-up, coordinating information with other College locations where necessary
9. Sorts DE exams and distributes exam packages in confidential, secure manner to locations as required; assists with administration of DE out of time exams, ensures DE tutors receive completed exams for marking in a timely manner
10. Monitors DE course and tutor material to ensure currency of information and ensures DE exam records are filed and archived according to approved procedures
11. Ensures DE students are kept informed of important exam information
12. Researches and recommends course materials to purchase that are not available through campus bookstore
13. Monitors, identifies and trouble shoots late material requirements
14. Prepares, prints and/or distributes correspondence, reports, course schedules, curriculum, exams, manuals and other documentation as required
15. Provides public relations and marketing support by assisting with marketing activities to maximize student recruitment; verifying and maintaining accuracy of print and website material; and maintaining inventory of Continuing Studies program literature for distribution
16. Provides other administrative support within the Division including monitoring equipment and supplies, maintaining contact lists and directories, photocopying, filing, sorting and distributing mail, ordering supplies, maintaining department forms, coordinating courier services
17. Performs other related duties as required
2. Responds promptly and accurately to inquiries, concerns and requests with respect to programs and options, registration procedures, textbook and supplies requirements, including directing requests and unresolved issues to designated resources
3. Assists with monitoring course enrolments; maintains course waitlists and contacts potential students as necessary in a timely manner
4. Provides registration services for Continuing Studies programs by assisting students through the process of registration while ensuring adherence to College polices
5. Assesses documentation to verify students meet and maintain eligibility for registration
6. Ensures payments are received for course registration; investigates student account discrepancies; processes refunds; and liaises with other departments as required
7. Analyzes Distance Education (“DE”) exam data to identify and resolve scheduling conflicts
8. Schedules DE academic midterm and final exams including booking rooms, initiating Facilities requests to ensure appropriate exam room set-up, coordinating information with other College locations where necessary
9. Sorts DE exams and distributes exam packages in confidential, secure manner to locations as required; assists with administration of DE out of time exams, ensures DE tutors receive completed exams for marking in a timely manner
10. Monitors DE course and tutor material to ensure currency of information and ensures DE exam records are filed and archived according to approved procedures
11. Ensures DE students are kept informed of important exam information
12. Researches and recommends course materials to purchase that are not available through campus bookstore
13. Monitors, identifies and trouble shoots late material requirements
14. Prepares, prints and/or distributes correspondence, reports, course schedules, curriculum, exams, manuals and other documentation as required
15. Provides public relations and marketing support by assisting with marketing activities to maximize student recruitment; verifying and maintaining accuracy of print and website material; and maintaining inventory of Continuing Studies program literature for distribution
16. Provides other administrative support within the Division including monitoring equipment and supplies, maintaining contact lists and directories, photocopying, filing, sorting and distributing mail, ordering supplies, maintaining department forms, coordinating courier services
17. Performs other related duties as required
Education and Experience
Completion of Grade 12 plus graduation from a two year diploma program. Over 2 years and up to and including 4 years of related experience
Preferred Qualifications
Preference will be given to candidates that have completed education or training programs related to customer service, interpersonal skills, and/or dealing with difficult people. Experience in dealing with the public in an administrative environment within a continuing education or training department of an organization would be an asset. Training in purchasing and inventory control, ARGOS, Banner, material tracker and cashiering would be beneficial. Familiarity with CS registration systems and processes would also be an asset.
Preferred Qualifications
Preference will be given to candidates that have completed education or training programs related to customer service, interpersonal skills, and/or dealing with difficult people. Experience in dealing with the public in an administrative environment within a continuing education or training department of an organization would be an asset. Training in purchasing and inventory control, ARGOS, Banner, material tracker and cashiering would be beneficial. Familiarity with CS registration systems and processes would also be an asset.
Skills and Abilities
- Excellent computer skills with proficiency using Microsoft Office (Word, Excel, PowerPoint, Access and Outlook), and similar complex databases, as well as the ability to generate and analyze reports and to resolve difficulties with computer input and retrieval
- Requires organizational and inventory management skills
- Superior attention to detail and accuracy
- Strong written and verbal communication skills
- Able to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment
- Must be flexible and able to manage high work volume and conflicting priorities to meet deadlines
- Strong customer service skills with ability to deal tactfully and diplomatically with internal and external contacts
Preferred Qualifications
Desired Start Date
04/02/2024
Position End Date (if temporary)
06/28/2024
Schedule
Monday – Friday 8am-4pm
Evening and weekend work required during Distance Education exam sittings (6 exams periods per year)
Evening and weekend work required during Distance Education exam sittings (6 exams periods per year)
Annual Salary/Hourly Rate
$26.14 - $29.84
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
