Job Description

Position Details
Position Information
Posting Number 25AC0093
Position Title Registration and Program Assistant
Pclass # S9925
Who We Are
We acknowledge that Vancouver Community College (VCC) is located on the traditional unceded territories of the x?m??k??y??m (Musqueam), S?wx?wu7mesh (Squamish), and s?lilw?ta? (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial.
For over 60 years, VCC has been a leader in innovative, experiential post-secondary learning. We're one of B.C's top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.
At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.
We value lived experience and encourage applications from members of all groups experiencing barriers to equity. Come join the VCC community as we shape the future together.
Position Summary
This position is primarily responsible for providing clerical program/course support; answering the phone; providing information and assistance; additional duties include providing admission and student registration services; processing payments; word processing a variety of documents, forms and correspondence and maintaining department databases and files.
Duties & Responsibilities * Organize, provide information and guidance to prospective, enrolled students and others on a wide range of services e.g. program availability; admission requirements; course pre-requisites, course equivalency and transferable credits; application status, fees and refund policy; seat availability, registration dates; course withdrawal and refunds; appeals; grades; policies and procedures; use of self-serve internet services; Requests may be in-person, as well as by telephone, in writing or via email. Must be familiar with College and department policies and procedures.

• Process, evaluate and approve applications for admission to programs (e.g. screen for completeness of application and application requirements, evaluate and authenticate transcripts including out of province, foreign transcripts, and evaluating other required documents for admission) based on Program Content Guide admission requirements; create and maintain computerized application tracking record; communicate regularly with applicants; create Banner application record, enter which requirements have been met, follow up on unmet requirements, write letter of acceptance or unfavourable decision, track whether required fees have been paid.
• Process requests for course based registrations: evaluate pre-requisites; determine eligibility for course registration; process registrations; refer students appropriately.
• Processes drops and withdrawals from courses and programs using appropriate drop and withdrawal codes; makes adjustments to U-Pass based on drop/withdrawal dates.
• Maintains applicant wait-lists and works closely with departments in providing filling information for upcoming programs and classes; fill vacant seats sometimes within tight timeframes e.g. contact students from waitlists.
• Receives and responds to a high volume of enquiries over the telephone, in writing and in-person from key stakeholder groups. Screens calls, relays messages and provides information and assistance referring more complex or specialized queries to the appropriate personnel. Follows up with students, as appropriate.
• Registers students into programs, processes payments, records transactions and ensures accounts are maintained and balanced daily. Transfers students and fees between courses as needed and processes student requests for insertion or discontinuation from the program.
• Word processes correspondence, tests, class lists, minutes of meetings and instructional materials, etc. Prepares, compiles and distributes information packages.
• Schedules appointments, meetings, events and functions.
• Creates and/or distributes posters, promotional materials and brochures; posts information sessions on the website and posts/responds on social media as directed.
• Maintains data systems, Learning Management Systems (LMS) data, records, logs, etc., ensuring information is complete and up-to-date. Files hardcopy records ensuring all information is stored accurately.
• Completes absence reports for faculty and support staff.
• Orders, maintains and distributes, as necessary, course and department supplies including paper, forms, media and other materials. Ensures any learning/student equipment is in proper working order.
• Assists department with instructors, booking rooms, videos, AV equipment, learning equipment, catering, and copyright permission. Monitors due dates and ensures materials, AV equipment, videos, etc. are returned on time.
• Receives, sorts, and records incoming correspondence and student assignments, ensuring that appropriate instructors receive assignments for marking, records grades and returns assignments.
• Organizes, sorts, and processes incoming and outgoing photocopying, faxes, and mail. Prepares direct mailing of advertising to colleges, businesses and industry.
• Reviews and recommends office methods and procedures to streamline for efficiency; identifies operational problems and reports issues to appropriate personnel.
• Assists with coordinating special projects as required.
• Relieves and assists other Program Assistants as required.
• Performs other related duties as required.

Qualifications
Education and Experience

• Completion of Grade 12 plus additional specialized training of over 1 year, including office and computer skills courses plus over 1 year related experience; or an equivalent combination of training and/or experience may be substituted for the required qualifications.

Skills and Abilities

• Proven interpersonal skills with the ability to work both independently and collaboratively as a member of a team. Ability to establish and maintain effective working relationships with students, staff, faculty and the general public.
• Good organizational and time management skills with the ability to prioritize and manage several time-sensitive tasks at any given time. Ability to respond to changing priorities and work effectively and calmly under a heavy workload.
• Strong customer service skills with a proactive, problem-solving approach. Ability to respond with tact and diplomacy.
• Sound knowledge of modern office practices, business English and Mathematics.
• Excellent oral and written communication skills. Ability to compose routine correspondence and format reports.
• Sound experience using MS Office Suite (Word, PowerPoint, Excel and Access), Publisher and internet applications (including web browser and email). Working knowledge of LMS is an asset.
• Keyboarding skills of 50 wpm. Attention to detail.
• Familiarity and working knowledge of social media.

Salary Range - Prorated based on FTE
PAYGRADE 20- $28.62 to $33.28 hourly ($2,003 to $2,330 bi-weekly)
Posting Detail Information
Employment Group Support Staff (CUPE)
Type of Position Permanent
Employment Type Full Time
Department SCHOOL OF INSTRUCTOR EDUCATION
Primary Location - This position may require you to work at all VCC locations. Broadway
Is this posting only for internal applicants?
Desired Start Date - May be subject to change 10/06/2025
Position End Date - For Temporary Positions
Vacation Blackout Dates
Number of Hours per Week 35
Work Schedule - Hours may vary according to the needs of the Department
Monday to Friday, 8:30am - 4:45pm
Eligible for Fortnight Yes
Special Instructions to Applicant
Vancouver Community College is committed to maintaining a work force that represents the diverse community we serve and we encourage all qualified applicants.
Posting Open Date 09/24/2025
Posting Close Date 10/07/2025
Is this a pooled posting? No

Skills Required