Position Information



Position Number
S00271


Position Title
Trades Client Services Assistant


Division/Portfolio
Trades and Apprenticeship


Department/Program
Portfolio Dean\'s Office Support (P4)


Location
Kelowna


Other Flexible Work Options



Your Opportunity
Under the general supervision of the Manager, Trades Programs, the Trades Client Services Assistant provides exceptional client service to the general public, applicants, prospective and current students and other stakeholders, on Trades Program admission and registration processes. The Trades Client Services Assistant performs a number of duties required to admit, register, and support Trades & Apprenticeship students at Okanagan College.


Functions and Duties
1. Interacts with clients and provides general information on Trades & Apprenticeship programs either by telephone, electronically and in-person

2. Responds promptly and accurately to inquiries, concerns and requests about programs, applications, registration and services , including direction of requests and unresolved issues to designated resources

3. Makes appropriate referrals to the internal college community, external partners, agencies and applicable online resources for matters as required

4. Provides detailed policy, admissions and registration information for Trades & Apprenticeship; advises applicants and students of general entrance and trade specific provincial apprenticeship requirements

5. Works collaboratively with government agencies (e.g. WorkBC, Industry Training Authority, Employment Insurance, Service Canada) to assist students with grants, loans, employment insurance and other financial incentives

6. Assesses and processes applications, and determines program admissibility; reviews supporting documentation and ensures paperwork is complete before forwarding to the Registrar\xe2\x80\x99s Office

7. Maintains application lists for high demand, limited enrolment, ranked and multiple intake programs; creates and maintains program waitlists and activates applicants from waitlists

8. Assists students through the process of admission and registration for course sections while ensuring adherence to all College admission policies

9. Communicates application status and deadlines to applicants

10. Verifies and updates the details of student academic records in the student information systems, and the Industry Training Authority (ITA) online system (e.g. grades, withdrawals and other standings) for Apprenticeship and Foundation Programs

11. Prepares, prints and distributes official Okanagan College documents and reports such as class lists, student course schedules, final grade sheets, unofficial transcripts and verification of enrolments in the Trades Information Management System (TIMS) database

12. Verifies, updates and registers the details of student academic records in the student information systems for General Interest & General Industry Programs

13. Assesses documentation to verify students meet and maintain eligibility for registration in their courses

14. Accepts and records payments related to application and course fees and other similar payments; reconciles a daily statement of financial transactions

15. Assists other campuses and centres with Trades & Apprenticeship registration and admission issues

16. Liaises with various internal and external stakeholders such as Financial Services for scholarships, bursaries and returned cheques, Financial Aid & Awards for student loans and funding, and third party sponsors for dual credit contacts to coordinate enrolment, admissions, payment including refunds and transfers

17. Encourages applicants and students to be responsible for realizing their own education and career options

18. Updates promotional materials; conducts telephone or email campaigns to promote new programs, increase low enrolment intakes, gather marketing information and promote discounts; updates apprenticeship and accommodation website content

19. Organizes Program Advisory Committee meetings and take meeting minutes

20. Administers ITA exam scheduling; coordinates with ITA Client Relations Coordinator Assessments and ITA Exam CSRs to resolve exam scheduling issues

21. Invigilates exams

22. Makes travel arrangements for Trades employees; reconciles and submits procurement card statements; tracks and enters AME Structures purchase log transactions; prepares AME Structures expense claims and mileage logs

23. Provides a variety of administrative support for the Trades office and program areas including monitoring equipment and supplies, typing, photocopying, filing, sorting and distributing mail, coordinating courier services, and maintaining departmental forms

24. Performs other duties as assigned


Education and Experience
Graduation from a two year post-secondary diploma in Office Administration or a related area. A minimum of three years\xe2\x80\x99 experience in office administration required; previous experience in post-secondary admissions or registration preferred.


Skills and Abilities

• Effective conflict resolution skills and ability to resolve sensitive issues
• Excellent computer skills with proficiency using Microsoft Office (Word, Excel, and Outlook)
• Working knowledge and experience with student record systems including the ability to generate and analyze complex database reports
• Aptitude for learning and working with new systems and software
• Proven ability to multi-task and adhere to deadlines in a high volume, fast-paced environment
• Excellent organizational and time management skills
• Works effectively both independently and as part of a team

Preferred Qualifications
Position may provide support in regards to event planning and setup and social media so some event and marketing experience may be an asset.


Desired Start Date
05/01/2023


Position End Date (if temporary)
03/29/2024


Schedule
Schedule will be Monday to Friday for a total of 35 hours per week.

Successful candidate may be required to provide support to the Aircraft Maintenance Engineer \xe2\x80\x93 Structures program, located at the Kelowna Airport, once a week. Frequency may vary upon discussion with supervisor.

Upon discussion with supervisor, daily shift will be either 7:30 a.m. to 3:30 p.m. or 8:00 a.m. to 4:00 p.m.


Annual Salary/Hourly Rate
$26.82 - $30.65


Appointment Type
Support - Non-Regular Full-time


Special Instructions to Applicants
Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and Human Resources if they want a union observer during interviews and final selection of candidates.


Employee Group
Support