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Posting Number
Posting Number
SS0319
Position Information
Division
Access & Regions
Department
Continuing Education & Training
Supervisor Title
CET Manager and Director
Location
Port Alberni(PA)
Posting Type
Internal/External Posting
Position Status
Temporary
If Others, please specify
Desired Start Date
01/23/2023
Position End Date (if temporary)
06/21/2024
Weekly work schedule (please indicate the start and end times for each day of work)
Monday to Friday, 9:00am – 12:30pm
%
50%
Pay Grade
F: $24.79 – $26.32
Position Summary
Under the direction of the Manager Contract and Training Services, the Continuing Education Assistant is responsible for supporting project teams, program delivery, and contract requirements of Continuing Education and Training Department. The Continuing Education Assistant is aware of the Mission and Values of North Island College, incorporating and practicing the values in everything they do.
Position Competencies
- Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills
Duties & Responsibilities
1. Responding to telephone, in-person and online inquiries in a knowledgeable, efficient and professional manner.
2. Preparing accurate payroll contracts for Continuing Education and Training instructors.
3. Processing registrations on Colleague Student Records System and ensuring that students receive the required supply lists, maps, and course materials.
4. Processing financial transactions for both registrations and cancellations.
5. Producing a variety of Continuing Education forms, such as: weekly and monthly course schedules, class lists, instructor and student evaluation forms, and others as needed.
6. Coordinating and ensuring t necessary equipment and resources are provided for and set up in the classroom, including photocopying, audiovisual equipment, flipcharts, etc.
7. Maintaining student waitlists and interest lists as required.
8. Ensuring that students, instructors and internal departments are properly notified of any changes in the status of courses, such as: cancellations, changes of location, postponements or rescheduling.
9. Maintaining contact with all continuing education instructors.
10. Ordering of appropriate resources and supplies for courses and general office operations.
11. Maintaining and updating filing systems.
12. Coordinating ad submissions publicizing course information to the newspaper on a weekly basis.
13. Maintaining knowledge of, and adhering to, current Freedom of Information/Protection of Privacy regulations.
14. Assisting in the production and proofing of the Continuing Education course calendar.
15. Assisting Regional Continuing Education and Training Officers with room section requests and bookings.
16. Work with Facilities to make appropriate security arrangements for instructors to ensure they have access to campus buildings and facilities.
17. Other priorities as defined to support course implementation.
2. Preparing accurate payroll contracts for Continuing Education and Training instructors.
3. Processing registrations on Colleague Student Records System and ensuring that students receive the required supply lists, maps, and course materials.
4. Processing financial transactions for both registrations and cancellations.
5. Producing a variety of Continuing Education forms, such as: weekly and monthly course schedules, class lists, instructor and student evaluation forms, and others as needed.
6. Coordinating and ensuring t necessary equipment and resources are provided for and set up in the classroom, including photocopying, audiovisual equipment, flipcharts, etc.
7. Maintaining student waitlists and interest lists as required.
8. Ensuring that students, instructors and internal departments are properly notified of any changes in the status of courses, such as: cancellations, changes of location, postponements or rescheduling.
9. Maintaining contact with all continuing education instructors.
10. Ordering of appropriate resources and supplies for courses and general office operations.
11. Maintaining and updating filing systems.
12. Coordinating ad submissions publicizing course information to the newspaper on a weekly basis.
13. Maintaining knowledge of, and adhering to, current Freedom of Information/Protection of Privacy regulations.
14. Assisting in the production and proofing of the Continuing Education course calendar.
15. Assisting Regional Continuing Education and Training Officers with room section requests and bookings.
16. Work with Facilities to make appropriate security arrangements for instructors to ensure they have access to campus buildings and facilities.
17. Other priorities as defined to support course implementation.
Required Education & Experience
- One year post secondary certificate in office administration or related field.
- A minimum of two years related administrative experience.
Required Knowledge Skills & Abilities
1. Excellent verbal and written communication skills.
2. Excellent interpersonal, organizational and customer service skills with the ability to work closely with the public while maintaining a balance between providing information and maintaining confidentiality.
3. Training/experience with Microsoft Office Suite including database, word processing and spreadsheet abilities.
4. Related experience working in a post-secondary institution and excellent working knowledge of Colleague Student Records System is an asset.
5. Accurate data entry and proofing skills with a minimum of 60 wpm.
6. Ability to work efficiently and professionally in a fast-paced, multi-tasking, team environment.
7. Ability to work either independently or under supervision to meet tight deadlines.
2. Excellent interpersonal, organizational and customer service skills with the ability to work closely with the public while maintaining a balance between providing information and maintaining confidentiality.
3. Training/experience with Microsoft Office Suite including database, word processing and spreadsheet abilities.
4. Related experience working in a post-secondary institution and excellent working knowledge of Colleague Student Records System is an asset.
5. Accurate data entry and proofing skills with a minimum of 60 wpm.
6. Ability to work efficiently and professionally in a fast-paced, multi-tasking, team environment.
7. Ability to work either independently or under supervision to meet tight deadlines.
- Applicants should be prepared for testing
Special Instructions to Applicant
Please scan copies of your transcripts into one document for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution.
Posting Detail Information
Posting Open Date
12/12/2022
Posting Close Date
Open Until Filled
Yes
