Online Education Office Assistant (APP D)

at  Lambton College

COMPANY BIOGRAPHY:

Located on the beautiful homeland that is the traditional territory of the Ojibwe, Potawatomi and Odawa Nations, for over 50 years, Lambton College has been a ground-breaking institution. Lambton College is a national leader in applied research, teaching methodologies, experiential learning opportunities and future-facing educational innovations. With 13,000+ students from 20 countries around the world, two main campuses in Sarnia, Ontario, and a growing roster of more than 90 diploma, certificate and degree programs, Lambton College offers students flexible learning options with a broad range of programs and courses that incorporate elements of classroom, mobile, hybrid and accelerated educational alternatives.
Lambton College currently ranks third overall in Canada, and second overall in Ontario for Research in addition to maintaining a ranking within the top 4 Colleges for Research in Canada for seven straight years.
At Lambton College, we’re proud of where we have been, but more importantly, where we are going, together. With Caring and Vitality as two of our core values at Lambton College, you know you’ll be joining a team of passionate and fun colleagues.

SPECIFIC ACCOUNTABILITIES:

Program and Course Support Duties:

• Maintains accuracy and currency of course and program information in the College Colleague system
• Ensures textbook information for Online Education is updated and propagated
• Monitors and processes course cancellations at Lambton College and through OntarioLearn
• Inputs and maintains current course outlines in COMMS and OntarioLearn system
• Ensures OntarioLearn course information sheets are current and communicates necessary changes as required
• Compiles and tracks confidential Online Education student information
• Reports to OntarioLearn for registration and withdrawal purposes daily for semester and monthly starts
• Oversees the Online course exam process
• Requests of the facilitators, and maintains final grade rationale files per term per course
• Assists facilitators with troubleshooting OntarioLearn Grade System
• Collects grades from the OntarioLearn Grades System and uploads them to the Lambton College Grades System – monitors Grade Report, troubleshoots grade errors as necessary
• Assists in the retention of students through reporting and liaising with studetns
• Together with coordinator, prioritize work duties aligning with Lambton College date priorities (scheduling courses, exams, grades) and with Ontario Learn date priorities (publishing courses, pickups, exams, course outlines)
• Maintains and communicate to other departments on important date schedules per main and monthly intakes for Lambton College online courses, Ed2Go courses, ACE and Community Advocacy programming

Customer Relations Management:

• Responds to customer email and phone inquiries in a timely manner ensuring accuracy of information
• Provides product knowledge and support for all Online Education programming
• Supports the registration and retention of students in online courses via Online registration system
• Responds to customer concerns by documenting and disseminating to appropriate person in a timely and professional manner
• Identifies process concerns and brings to Coordinators attention
• Responds to service improvements
• Provides effective customer relations through internet, email, social media, telephone, in person and via external OntarioLearn, and Ed2Go platforms.

Administrative Duties:

• Provides OntarioLearn with Lambton College Online Education courses to be offered
• Picks up courses that will be offered through Lambton College Online Education for each semester and monthly intake
• Sets up new courses on the Lambton College, OntarioLearn, and Ed2Go systems
• Schedules the course offerings applying current fee structures to each course for each semester and monthly intake
• Updates and maintains Master Rollover Excel Workbook
• Creates, maintains and ensures accuracy of Online Education data in Colleague
• With the guidance of the Co-ordinator, creates, updates and maintains all curriculum mapping documentation
• Monitors accuracy of content through all mediums and documents inaccuracies
• Provides information to Academic Schools as required
• Sets up and supports meetings for internal and external parties
• Assists with the mentoring of Workstudy and EBAT students working in Online Education
• Updates and maintains job manual
• Performs general office functions.

Marketing Duties and other duties as assigned.

• Attends and supports community events to provide product knowledge and build customer relations
• Participates in radio advertising and Marketing initiative campaigns for Online Education as required

QUALIFICATIONS:

• 2yr diploma in Office Administration, Business Administration, Human Resources Management
• Minimum of two (2) years of work experience with MS Office Suite, in a sales or customer service environment
• Minimum of two (2) years of experience in an online education environment employing First Class Conferencing, Colleague, COMMS, Brightspace and WebAdvisor

CLOSING STATEMENT:

Lambton College is committed to an inclusive, barrier-free selection process. If contacted regarding this competition, please advise the interview coordinator of accommodation measures you may require during our selection process. Information received relating to accommodation needs of applicants will be addressed confidentially.
We thank all applicants for their interest and wish to advise that only those candidates selected for an interview will be contacted.
Lambton College is an equal opportunity employer seeking to live its values in all we do. We are committed to taking proactive steps to provide and create opportunities for historically marginalized groups. We seek applicants who will strengthen our commitment to diversity, equality, and inclusion. We strongly encourage the following qualified candidates: women, Indigenous peoples, racialized people, persons with disabilities, and those who identify as 2SLGBTQ+ to consider working with and for Lambton College.
We recognize that structural barriers shape experiences and job qualifications, and therefore we seek to use employment equity to differentiate between candidates who meet the required qualifications; and encourage people to apply even if they feel that the position would be a stretch.

Program and Course Support Duties:

• Maintains accuracy and currency of course and program information in the College Colleague system
• Ensures textbook information for Online Education is updated and propagated
• Monitors and processes course cancellations at Lambton College and through OntarioLearn
• Inputs and maintains current course outlines in COMMS and OntarioLearn system
• Ensures OntarioLearn course information sheets are current and communicates necessary changes as required
• Compiles and tracks confidential Online Education student information
• Reports to OntarioLearn for registration and withdrawal purposes daily for semester and monthly starts
• Oversees the Online course exam process
• Requests of the facilitators, and maintains final grade rationale files per term per course
• Assists facilitators with troubleshooting OntarioLearn Grade System
• Collects grades from the OntarioLearn Grades System and uploads them to the Lambton College Grades System – monitors Grade Report, troubleshoots grade errors as necessary
• Assists in the retention of students through reporting and liaising with studetns
• Together with coordinator, prioritize work duties aligning with Lambton College date priorities (scheduling courses, exams, grades) and with Ontario Learn date priorities (publishing courses, pickups, exams, course outlines)
• Maintains and communicate to other departments on important date schedules per main and monthly intakes for Lambton College online courses, Ed2Go courses, ACE and Community Advocacy programmin

Administrative Duties:

• Provides OntarioLearn with Lambton College Online Education courses to be offered
• Picks up courses that will be offered through Lambton College Online Education for each semester and monthly intake
• Sets up new courses on the Lambton College, OntarioLearn, and Ed2Go systems
• Schedules the course offerings applying current fee structures to each course for each semester and monthly intake
• Updates and maintains Master Rollover Excel Workbook
• Creates, maintains and ensures accuracy of Online Education data in Colleague
• With the guidance of the Co-ordinator, creates, updates and maintains all curriculum mapping documentation
• Monitors accuracy of content through all mediums and documents inaccuracies
• Provides information to Academic Schools as required
• Sets up and supports meetings for internal and external parties
• Assists with the mentoring of Workstudy and EBAT students working in Online Education
• Updates and maintains job manual
• Performs general office functions

Marketing Duties and other duties as assigned.

• Attends and supports community events to provide product knowledge and build customer relations
• Participates in radio advertising and Marketing initiative campaigns for Online Education as require