Client Services Assistant

Okanagan College; Kelowna; On-site; CAD 36,000 - 54,000; Full time

Job summary

Okanagan College seeks a Client Services Assistant to support admissions, registration and general student services. You will assist applicants, current students and the public, ensuring accurate data entry and timely communications.

The role emphasizes customer service, confidentiality and teamwork in a busy registrar environment. Ideal candidates have Grade 12 plus a related two-year diploma, strong Microsoft Office skills, and experience with student information systems.

Qualifications

• Superior customer service and interpersonal skills.
• Effective communication and problem solving under pressure.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and student information systems.

Responsibilities

• Interact with clients by phone, email or in person to support admissions, registration and services.
• Process applications, determine admissibility and communicate status to applicants.
• Verify student records, update transcripts and assist with fees and enrollment tasks.
• Advise applicants and students on requirements and available resources.

Skills

Customer service

Communication

Office software

Data entry

Education

Grade 12 or equivalent

Two-year diploma in related area

Tools

Microsoft Office

Student information systems

Job description

When you join Okanagan College, you're joining a team that’s transforming lives and communities.
Every course you create, every student you support and every connection you build, it all matters.
Be a part of a vibrant campus community, where the work you do every day truly makes a difference.

Your Opportunity

Under the general supervision of the Client Services Manager, the Client Services Assistant provides exceptional client service to the general public, applicants, prospective and current students and other stakeholders, on admission and registration processes. The Assistant performs a number of duties required to admit and register students at Okanagan College and other duties required in the Office of the Registrar.

Functions and Duties

CLIENT SERVICE

• Interacts with clients either by telephone, electronically or face to face
• Responds promptly to inquiries, concerns and requests about programs, applications, registration and services
• Handles and resolves client feedback in a sensitive and timely manner and directs requests and unresolved issues to designated resources
• Makes appropriate referrals to the internal college community, external partners, and agencies for matters requiring next level of intervention

ADMISSIONS

• Processes applications and determines program admissibility; reviews supporting documentation and ensures all data is entered for admission
• Maintains application lists for high demand, limited enrollment, ranked and multiple intake programs
• Creates and maintains program wait lists and activates applicants from wait lists
• Ensures adherence to all College admission policies
• Communicates application status and deadlines to applicants

REGISTRATION

• Verifies and updates the details of student academic records in the student information systems including grades, withdrawals and other standings.
• Prepares, prints and distributes official Okanagan College documents and reports such as transcripts, class lists, student course schedules, final grade sheets, T2201A tax forms and verification of enrollments
• Assesses documentation to verify students meet and maintain eligibility for registration in their courses
• Accepts and records payments related to application and course fees, transcript requests, parking passes and other similar payments
• Reconciles a daily statement of financial transactions
• Assists other campuses and centres with registration and admission issues.
• Liaises with Financial Services concerning scholarships, bursaries and third party sponsorships
• Liaises with Financial Awards concerning student loans and funding
• Maintains confidentiality of all information pertaining to student records

ADVISING

• Provides detailed policy, admissions, and registration information
• Advise applicants and students of general entrance requirements
• Refers applicants and students to the Education Advisors and online resources
• Encourages applicants and students to be responsible for realizing their own education and career options
• Assesses and resolves the needs of all prospective students, applicants and current students, including appropriate referrals

OTHER

• Maintains current, in depth knowledge of College programs and courses, general admission, registration, and program requirements, deadlines, procedures and policies
• Maintains current knowledge of Canada Immigration study permit rules and regulations
• Other duties as assigned

Education and Experience

Completion of Grade 12 or equivalent and graduation from a two year post-secondary diploma in a related area. Over two years and up to four years related experience

Skills and Abilities

• Superior customer service and interpersonal skills
• Effective conflict resolution skills and ability to resolve sensitive issues
• Exceptional listening and professional communication skills, focused on tact and diplomacy
• Excellent computer skills with proficiency using Microsoft Office (Word, Excel, PowerPoint and Outlook)
• Working knowledge and experience with student record systems
• Aptitude for learning and working with new systems and software
• Proven ability to multi-task and adhere to deadlines in a high volume, fast-paced environment
• Excellent organizational and time management skills
• Effective problem analysis and problem-solving skills
• Ability to exercise initiative, self-development, good judgment and critical thinking
• Works effectively both independently and as part of a team
• Ability to adapt and collaborate with others through organizational change and development
• Attention to detail and accuracy

Our Values
Students first: Creating meaningful life-long educational opportunities of the highest quality for alumni, current, and future students is at the heart of everything we do.
Community: We are one College. We enthusiastically embrace the opportunity to work with, learn from, and support everyone we encounter collaboratively and collegially.
Respect: We welcome, embrace, and celebrate that which make us unique in creating an environment in which every individual is valued, affirming our commitment to human dignity for all.
Courage: We are courageous in our actions in areas that contribute to positive change in our communities and beyond. We have the courage to be vulnerable. We are truthful, sincere, and act ethically with honesty and fairness.
Relationships: We steward meaningful relationships built on a foundation of reciprocity. We are compassionate, empathic, and care for the holistic well-being of students, employees, community members, and the land.
Distinction: We choose activities in which we can achieve excellence and positively impact society.
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,[e-mail].