EDUCATION AND EXPERIENCE

Completion of Grade 12 plus one year post-secondary training in Office Administration or equivalent. Over 1 year and up to and including 2 years of related experience. Familiarity with CS registration systems and processes.

SKILLS AND ABILITIES

Proficient in the use of computer systems and software including Microsoft Office (Word, Excel, PowerPoint, Access and Outlook) and internet. Must possess oral and written communications skills, customer service skills.

1. Provides student admission and registration services for Continuing Studies programs by:
   a) taking registration information in person, by phone, by fax, by email and by mail;
   b) processing the information, accepting payments, generating receipts, validating credit and debit cards where applicable;
   c) preparing paperwork, processing refunds, and recommending refunds where applicable;
   d) filing registration and refund receipts;
   e) maintaining program waitlists and contacting potential students;
   f) processing certificate applications;
   g) performing data entry duties by entering student data into Banner and other internal systems;
   h) requesting further documentation, checking prerequisites and advising applicant of status;
   i) entering grades, printing grade entry report, print and mail grade-mailers to students;
   j) generating and maintaining up-to-date class lists with respect to course changes and withdrawals;
   k) advising students of program options, details, procedures, textbook and supplies requirements;
   l) arranging for network and email for students;
   m) liaising with other OC departments for student educational upgrading;
   n) liaising with other OC departments in regards to student registrations (includes based funded programs).
2. Provides clerical support to Continuing Studies administrators by:
   a) maintaining internal and external contact lists and directories;
   b) arranging for parking passes, keys, codes, network, and email for Continuing Studies instructors;
   c) ordering and maintaining office supplies, photocopying and fax supplies, monitoring photocopier usage and liaising with repair services;
   d) preparing, conducting, compiling, and processing student evaluations;
   e) compiling enrolment statistics (i.e., head count, student completion);
   f) administering pre-requisite testing, accepting fees, marking, and reporting;
   g) assisting in the processing of payment vouchers, journal entry transfers, invoices, honorarias, requests to purchase, and other related financial documents;
   h) advising other departments, security and switchboard of after hours and weekend programs;
   i) maintaining filing and recording and bring-forward systems;
   j) typing and filing correspondence, reports, and curriculum;
   k) photocopying, faxing, e-mailing, processing and sorting all incoming and outgoing mail;
   l) providing relief/overload assistance to the Campus Administrator as required;
   m) maintaining membership, coordinating meetings, recording, typing and distributing agendas and minutes for Program Advisory Committees and various Continuing Studies committees;
   n) providing receptionist duties.
3. Provides clerical support for the Continuing Studies Instructors by:
   a) providing class lists, attendance summaries, pre-test results prior to start of new class;
   b) ordering course supplies, books and materials;
   c) distributing course schedules and required course materials;
   d) scheduling rooms, arranging equipment and set up of room as necessary, including the provision of refreshments if required;
   e) processing instructor contracts and expense claims;
   f) typing course material such as course outlines, lecture notes, quizzes, exams, certificates, reports and manuals;
   g) proofreading documents in preparation for print and processing print requests.
4. Provides cashier services for Continuing Studies where applicable by;
   a) balancing credit and debit card transactions;
   b) reconciling cash receipts and students registration forms;
   c) entering transactions into Banner and other internal systems;
   d) processing fee deferrals and fee adjustments;
   e) preparing bank deposits.
5. Assists with contract training and event coordination for Continuing Studies by:
   a) arranging necessary bookings for Continuing Studies contract training, events and related meetings;
   b) arranging for and setting up all equipment and supplies;
   c) arranging for travel and accommodation bookings;
   d) arranging internal and external personnel for event participation;
   e) advising other departments of scheduled events;
   f) arranging for security passes, keys, parking passes for internal and external personnel.
6. Provides public relations and marketing support for Continuing Studies by:
   a) assisting with marketing activities to maximize student recruitment for all Continuing Studies programs;
   b) maintaining all Continuing Studies program profiles to ensure currency and accuracy in printed and electronic formats;
   c) assisting with the distribution of printed material according to appropriate mailing lists
   d) verifying and maintaining accuracy and continuity of print material and information on Continuing Studies websites;
   e) maintaining inventory of current Continuing Studies program literature for distribution;
   f) maintaining display cases.
7. Performs other related duties as required.