Job Description

Position Information

Position Number

P02668

Position Title

Program Assistant - Funded Contracts

Division/Portfolio

Continuing Studies and Corporate Training

Department/Program

C/S Contracts

Location

Kelowna

Other Flexible Work Options

Your Opportunity

Under the limited supervision of the Associate Director, this position is responsible for assisting with the general administration and support of the specific government contract. This position provides clerical support relative to this contract including completing course registrations; answering queries regarding the program from the external community; providing financial support including the preparation and maintenance of databases, as well as statistical information and reports. This position performs other related duties as required.

Functions and Duties

1. Provides student admission and registration service by:

taking registration information in person, by phone, by fax, by email and by mail; processing information, accepting payments, generating receipts, validating credit and debit cards where applicable; preparing paperwork, processing refunds, and recommending refunds where applicable; filing registration and refund receipts; maintain program waitlists and contacting potential students; processing certificate applications; performing data entry duties by entering student data into Banner and other internal systems; requesting further documentation, checking prerequisites and advising applicant of status; entering grades, printing grade entry report, print and mail grade-mailers to students; generating and maintain up-to-date class lists with respect to course changes and withdrawals; advising students of program options, details, procedures, textbook and supplies requirements; arranging for network and email for students; liaising with other OC departments for student educational upgrading; liaising with other OC departments in regards to student registrations.


2. Provides clerical support to Continuing Studies administrators by:

preparing correspondence, reports, forms, as requested; maintaining internal and external contact lists and directories; arranging of parking passes, keys, codes, network and email for Continuing Studies instructors; ordering and maintaining office supplies, photocopying and fax supplies, and liaising with repair services; preparing, conducting, compiling and processing student evaluations; gathering and assembling of financial information as directed including analyzing historical data and drafting initial budget information; preparing reports detailing balances, trends, and variances; along with related recommendations; assisting in the processing of payment vouchers, journal entry transfers, invoices, honorarias, requests to purchase, etc. assisting with the preparation of Ministry statistical data reports and completion of monthly/annual reports relative to the contract.


3. Provides clerical support for instructors by:

preparing class lists, attendance summaries, pre-test results, training schedules and course materials; ordering necessary course materials, books and supplies (as required); distributing course schedules and required course materials; processing instructor contracts and expense claims; typing of course material such as course outlines, lecture notes, quizzes, exams, reports, etc. proofreading documents in preparation for print and processing print requests. scheduling room and equipment requirements.


4. Assists with public relations, event coordination and marketing support by:

arranging necessary bookings for events and meetings including related travel and accommodation; assisting with drafting and preparation of marketing and promotional materials and other activities to maximize student recruitment; verifying and maintaining accuracy and continuity of print material and information on Continuing Studies websites.


5. Provides cashier services where applicable by:

balancing credit and debit card transactions; reconciling cash receipts and student registration forms; entering transactions into Banner and other internal systems; processing fee deferrals and fee adjustments.


6. Performs other duties as required.

Education and Experience

Completion of Grade 12 or equivalent, plus up to and including one year related post-secondary training (eg. Office Administration). Over 1 year and up to and including 2 years experience.

Skills and Abilities

Must be proficient in Microsoft Office applications - Outlook, Word, Excel, Access, PowerPoint (in particular database use). Effective oral and written communication skills Strong customer service skills with the ability to deal tactfully and diplomatically with internal and external contacts, while maintaining positive interpersonal relationships as well as confidentiality Flexible and able to manage a high work volume and conflicting priorities in order to meet deadlines


(Banner and Ironpoint proficiency would be beneficial.)

Preferred Qualifications

Desired Start Date

01/19/2026

Position End Date (if temporary)

03/31/2026

Schedule

Monday - Friday

Hours TBD

Annual Salary/Hourly Rate

$26.05-$29.74/hour

Appointment Type

Support - On Call

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

C003303

Number of Vacancies

1

Posting Open Date

12/23/2025

Posting Closing Date

01/05/2026

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 process may contact, in confidence, AccessibilityHR@okanagan.bc.ca.