Division Assistant

Position Information
Position Number
S00583

Position Title
Division Assistant

Division/Portfolio
Student Services

Department/Program
Student Services Admin

Location
Kelowna

Other Flexible Work Options

Your Opportunity
Reporting to the Administrative Coordinator, the Division Assistant is responsible for providing reception and clerical support for all departments within the Student Services Division and departments physically located within the student services office; provides and communicates general information on programs and services.

Functions and Duties
1. Provides reception and clerical support for Student Services; prepares and sends out correspondence and reports; barcodes and scans confidential documents and edocument imaging; orders and maintains office supplies; monitors photocopier usage and liaises with repair services; and takes minutes
2. Organizes work, maintains detailed records, and performs data entry functions
3. Is the first point of contact – in-person and electronically – for prospective and registered students, external contacts, staff, and the public for all services available to students
4. Provides general information on procedures, programs and services; refers to other sources as appropriate
5. Assists prospective students, students, parents, and the public on navigating the Okanagan College website to find information on courses, registration processes and general information
6. Schedules appointments for Student Services; determines immediacy of appointment required and appropriate service provider; books classrooms and equipment
7. Processes and sorts all incoming and outgoing mail and email
8. Receives funding applications; reviews for completeness and forwards to Financial Awards for processing
+. Assists the DAS Exam Coordinator with all aspects of accommodated exams for students who receive accommodations through Disability Access Services
10. Creates disbursement memos for Disability Access Services and Financial Aid & Awards
11. Liaises with other Okanagan College department staff to obtain needed information that may not be found on the OC website (e.g., department staff, department chairs, who to contact, other information as needed)
12. Maintains the Student Services website and all social media platforms.
13. Assists the Administrative Coordinator with all aspects of employee recruitment by gathering, interpreting, and verifying data including but not limited to candidate review, ordering business cards and name badges.
14. Performs other duties as assigned

Education and Experience
Completion of Grade 12 or equivalent plus one year post-secondary training in Office Administration or equivalent is required. A minimum of 1 year experience in office administration is required.

Skills and Abilities
Proficient in the use of computer systems and software including Microsoft Office, Adobe Professional and Drupal
Strong written and verbal communication skills
Excellent organizational and time management skills with superior attention to detail and accuracy
Demonstrated problem solving skills
Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment
Ability to exercise courtesy and consideration of others within an open concept working environment
Ability to deal tactfully and diplomatically with internal and external contacts
Able to interpret and operationalize complex policies and processes
Ability to prioritize, be adaptable and flexible while managing a high work volume and competing priorities to meet strict deadlines.

Preferred Qualifications

Desired Start Date
06/23/2025

Position End Date (if temporary)

Schedule
Summer: 8am-4pm
Fall/Winter: 8:30am-4:30pm
Schedule does change based on availability to 7am-3pm or 7:30am-3:30pm on occasion due to operational needs.

Annual Salary/Hourly Rate
$47.411 to $54,127

Appointment Type
Support - Regular Full-time

Special Instructions to Applicants
Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates.

Employee Group
Support

Posting Detail Information
Competition Number
C003105

Posting Open Date
05/30/2025

Posting Closing Date
06/0+/2025

Open Until Filled
No

Inclusion Statement
Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, AccessibilityHR@okanagan.bc.ca.