Continuing Education Assistant

Posting Number
Posting Number
SS0632

Position Information

Division
Access & Regions

Department
Continuing Education & Training

Supervisor Title
Manager, Contract and Training Services

Location
Comox Valley(CV)

Posting Type
Internal/External Posting

Position Status
Temporary

If Others, please specify

Desired Start Date
08/18/2025

Position End Date (if temporary)
02/18/2026

Weekly work schedule (please indicate the start and end times for each day of work)
14 hours per week, schedule to be determined.

%
40

Pay Grade
H: $30.44 - $32.30

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.

This is a temporary position and the end date may be adjusted.

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. Expediently returning information when requested by current or future clients and making judgment as to when the inquiry needs to be elevated to a CEPO or manager.
2. Performs registration duties, including providing information and guidance to new and current students, entering data from applications and ensuring payment is processed via Credit Card or Sponsorship documentation.
3. Liaises with external organizations such as WorkBC.
4. Assists with course selection when working with marine and first aid inquiries.
5. Dealing with emerging issues as they arise, including troubleshooting tech issues, course changes and cancellations, room/space issues, etc.
6. Staying current/up-to-date on department program offerings, college programs offerings, admission requirements and process, and apprised of changes with externally certified programs which change regularly.
7. Preparing accurate payroll contracts for Continuing Education and Training instructors and assisting instructors to meet timesheet deadlines when required.
8. Processing registrations on Colleague Student Records System and ensuring that students receive the required supply lists, maps, course materials and course specific information
9. Processing financial transactions for both registrations and cancellations, Visa reconciliations, and purchases
10.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.
11.Coordinating and ensuring necessary equipment and resources are provided for and set up in the classroom on-site and remote, including photocopying, manuals, audiovisual equipment (laptops and projectors, flipcharts, etc.
12.Maintaining/monitoring/managing student waitlists and interest lists as required. This involves contacting and registering the students and processing payments.
13.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.
14.Maintaining contact with all continuing education instructors.
15. Monitor Inventory and order appropriate resources and supplies for courses and general office operations.
16. Maintaining and updating digital and physical filing systems.
17. Coordinating ad submissions publicizing course information to the newspaper on a weekly basis.
18. Maintaining knowledge of, and adhering to, current Freedom of Information/Protection of Privacy regulations.
19. Proofing all data entered for the online course calendar including dates, times, courses, and prices to ensure accuracy before being published online Assisting Regional Continuing Education and Training Officers with room section requests and bookings.
20. Arrange with Facilities to make appropriate security arrangements for instructors to ensure they have access to campus buildings and facilities after hours,
21. Arrange with facilities access to facilities (keys) within working hours
22. Using digital marketing software to revamp, prepare, revise and send
communications with partner organizations, current and future students. 23.
Assisting with course and program marketing campaigns, including updating campus screens/boards to direct students to their classrooms on campus, and social media marketing activities.
24. Monitoring multiple department email addresses daily, such as CET-info@nic.bc.ca. firstaid@nic.bc.ca, or others, responding or forwarding as necessary.
25. Liaising with Registrar’s office, marketing department and facilities departments to support departmental needs, as determined by CEPO, or specific course or program needs.
26. Monitoring department budgets in FAST and Colleague; following up if an expected transaction doesn’t complete
27. Submitting and monitoring helpdesk requests for website updates or other needs.
28. If required, entering final grades in relevant databases as soon as possible once the course is completed.
29. Aware of campus and department course offerings and able to assist instructor if CEPO is unavailable.
30. Reviewing course sections in Colleague for accuracy
31. Providing basic support to instructors using the digital classroom, saving and moving course shells to the next semester, making copies of current or completed courses, helping with emergencies.
32. Booking air flights, hotels, rental cars for travelling staff or instructors.
33. Other priorities as defined to support course implementation.

Required Education & Experience
1. Two year post secondary diploma in office administration or related field.
2. A minimum of two years experience in a front-line customer service oriented and administrative related role, preferably in the post-secondary education sector.

Required Knowledge Skills & Abilities
1. Excellent organizational and time management skills with the ability to plan and prioritize and efficiently meet tight deadlines.
2. General knowledge of the B.C Post secondary education system and North Island College programs at all campuses.
3. Excellent verbal and written communication skills.
4. Excellent interpersonal, organizational and customer service skills with the ability to communicate effectively with students and the public while maintaining a balance between providing information and maintaining confidentiality.
5. Intermediate level of proficiency and experience using a large database system; working experience with the Colleague student records database system an asset.
6. Training/experience with Microsoft Office Suite including database, word processing and spreadsheet abilities.
7. Ability to pay close attention to detail and demonstrate a high level of Accurate data entry and proofing skills.
8. A minimum of 60 wpm typing/data entry.
9. Ability to work professionally and supportively with a diverse population.
10. Ability to respond initially and refer students who may present themselves in crisis, to appropriate resources.
11. Ability to work efficiently, collaboratively, and professionally in a fast-paced, multi-tasking, team environment.
12. Ability to work either independently or under supervision to meet tight deadlines.
13. Ability to lift heavy boxes up to 20 kilograms and shelve books and supplies.
14. Hold and maintain a current valid BC drivers licence to transfer program vehicles from campus to campus.
15. Proficiency in monitoring of financials/budgets with Excel alongside an internal finance system.
16. Demonstrated comfort with teaching and learning technologies to be able to provide basic front-line support to instructors (e.g., in Blackboard Learn – how to make a course available, how to add users to a course, how to export and archive courses, how to add content, links etc., in Kaltura – how to upload a video, how to publish a video, how to share a link to a video; for pedagogies – know which staff member is best suited to the response, pointing out resources on the website, signing out books and teaching resources etc.)
17. Demonstrated capacity and interest for advancing own technology skills and abilities.

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
07/11/2025

Posting Close Date

Open Until Filled
Yes
 
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