Casual Admissions & Administrative Coordinator (to garner applications)

Reporting to the Regional Principal or designate and in cooperation with College employees and the community, this position is responsible for developing, planning, implementing, administering and evaluating a variety of administrative office functions as well as community education (CE) and related financial tasks. This is a position whose decisions and actions have significant impact on the operations of the Division and the College, as accountability is external to the public as well as internal. This position is responsible for the development and maintenance of efficient and effective information and communication systems including admissions, registrations, enrolments, course completion tracking and reporting, reception, accounts payable and receivable, as well as establishing systems to meet contract requirements. In addition, the incumbent is responsible for utilizing a collaborative approach to manage the continuing education course offerings for the campus calendar. The incumbent is also responsible for ensuring communication strategies result in a professional supportive atmosphere in the main office as well as positive linkages with all campuses.

REPORTING & PRODUCTION FUNCTIONS:
• Prepare a variety of complex, multi-year, multi-program reports for both internal and external uses
• Provide relevant information in a timely manner as requested by Institutional Research
• Establish reporting structures and functions via database
• Ensure Freedom of Information and Protection of Privacy (FOIPOP) regulations and procedures are followed regarding release of student information
• Ensure service, rental and related agreements are drafted with content needed for management approval
• Disseminate accurate and timely information to ensure both financial and other reports meet mandates
• Guarantee processes and collection of course/program and student information in provincial data system meets base and cost recovery requirements

FINANCIAL RESPONSIBILITIES:
• Assist with required budget processes for cost recovery projects
• Ensure all course/student billings, invoices, and refunds are completed on time and do follow-up on payments
• Formulate suggestions and/or recommendations regarding policy and/or procedural improvements
• Process required payments for campus services
• Initiate contact with funders and respond to financial queries for CE and sponsorship, contract billing
• Coordinate with the Senior Accounting Clerk to process Accounts receivable and payable

COMMUNITY EDUCATION RESPONSIBILITIES:
Support and guide CE programmers by:
• Helping to formulate a business model for CE course offerings
• Consulting on criteria for course viability
• Assisting with course management
• Ensuring appropriate tracking, recording and communication of all course details
• Providing guidance and support for the development of the course calendar
• Supporting CE programmers with problem solving and handling of community complaints
• Certificate production and distribution as appropriate
• Communicating accurate course and registration information directly to the public

OFFICE OF THE REGISTRAR DUTIES:
• Builds required sections for courses and programs
• Course and student data is entered accurately, and report forms are created
• Processes applications and makes admission decisions. Where appropriate, refer students to academic advising
• Performs clerical functions using the Colleague System verifying student information, updating list/forms typing correspondence, producing acceptance packages, and administering waitlists
• Responds promptly to written and verbal enquiries from prospective students, applicants, and recruitment agents regarding admissions activities such as program requirements, documentation requirements, admission statuses, and program start dates
• Update student records for purposes of admission and course prerequisites
• Reinforces the colleges values regarding legal requirements regarding the privacy and confidentiality of student information and records
• Assists with communication content to ensure standards and consistency across the institution (e.g. acceptance letters, Colleague Communications Management)
• Collaborates to ensure efficient, campus wide registration processes align with Prince George Admissions
• Process accurately grade sheets and change of enrolment forms

ADMINISTRATION/RECEPTION/BOOKSTORE RESPONSIBILITIES:
Establish and maintain communications to ensure all internal and external interactions are solution focused and supportive. This position is responsible for ensuring all registrations and front office procedures are service focused, efficient, and reflect college procedures via collegiality, collaboration and mentorship with all front end operational personnel. The incumbent ensures the following:

• Communicates with Regional Principal, Operational Manager, and programming departments regarding admissions activities such as the review of applicants' eligibility, admittance processes, application numbers and program capacities
• Collect tuition and student fees, issue receipts and reconcile to student records
• collect and issue receipt of fees- bookstore, PG tuition, etc.
• Daily cash-out processes are completed
• Telephone and over-the-counter inquiries from students and general public about program/course information, services, development of new programs are responded to in a timely and welcoming manner
• Inquiries, concerns, and complaints from community agencies, employers, students, and community members are problem solved or referred to appropriate staff/departments
• Assist with front end marketing and promotion of programs and courses
• Completion of tracking sheets and ensure front end course start-up procedures are followed
• Provides direct front end coverage when required
• Other related duties as required

CAMPUS SPECIFIC DUTIES/EXPECTATIONS:
• Participates in campus committees as operationally required
• Books appointments for the Academic Advisor
• Processes sponsorship forms and corresponds with local funding organizations for Trades students

• Minimum of five years relevant experience
• Minimum of two years post secondary business and office administration
• Sound judgement and exceptional problem solving skills including ability to resolve a variety of unusual conditions using both analytical skills and the development of new information to assist with problem situations
• Ability to deal with multi-tasks, responsibilities, and inquiries in very short time spans
• Ability to influence and practice a learner/community/service centered approach
• Accurate entry of course and student data
• Experience working with aboriginal organizations and individuals
• Excellent oral and written communication skills
• Excellent interpersonal and collaborative skills
• Efficient working ability in computer application programs
• Able to articulate College policies and procedures for most operational departments
• Able to articulate College programs, entrance requirements, attendance policies
• Ability to work independently and motivate others while maintaining quality services
• Capacity to meet extremely demanding work schedules and deadlines in a constantly changing environment
• Demonstrated commitment and understanding of a learner/community centered approach to education, training, and communication
• Proven ability to work effectively with detail
• You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners
• You will promote a positive work atmosphere by interacting and communicating in a professional manner that demonstrates mutual respect with students and colleagues
• Ability to deal with information and reports in a confidential and professional manner