Customer Service Representative - SIS Designate - CAF Fanshawe, Base Borden

Fanshawe College; Ottawa; On-site; CAD 42,000 - 48,000; Full time

Job summary

Fanshawe College in Borden, Ontario, seeks a Customer Service Representative - SIS Designate to support the CAF Fanshawe student information systems. This in‑person role handles inquiries and front‑line reception.

You will assist with course and program enrolment, orientation planning, class lists, and maintaining student records and COMMs.

Requirements include a two‑year diploma in Office Administration or related field, plus strong communication, organization, and multitasking skills.

Qualifications

• Post-secondary two-year diploma in Office Administration or related field.
• Experience in an academic service office is preferred.
• Strong communication and organizational skills required.

Responsibilities

• Serve as first point of contact for inquiries and walk-ins.
• Support class letters, grading monitoring, and academic standing.
• Liaise with faculty to obtain information and meet deadlines.
• Assist with registration and student records issues.
• Maintain and distribute class lists and rosters.
• Update COMMs and manage course outlines.
• Provide reception and clerical support for CAF - Fanshawe.
• Back up CSR and SIS Designates as needed.

Skills

Verbal communication

Written communication

Organizational skills

Time management

Attention to detail

Ability to multitask

Independent work

Education

Diploma in Office Administration or related field

Tools

Word processing

Spreadsheets

SIS familiarity

Job description

Location: Borden, Ontario

This position is deemed a critical replacement vacancy

Location: Borden, Ontario

Support Staff employees, as defined by the Full-Time Support Staff Collective Agreement, will be given first consideration.

Note: This is for 1 Regular Full-Time vacancy. This position requires you to work in person at the Base Borden Campus.

This position is deemed a critical replacement vacancy.

Payband

This position is paid at Payband E, $30.43 - $35.11 per hour.

Why this Role is Important

Under the supervision of the Operations Manager, the Customer Service Representative - Student Information Systems (SIS) Designate is responsible for providing customer service, secretarial and clerical support with primary responsibility as the Student Information Systems (SIS) liaison for CAF - Fanshawe. The incumbent is the first point of contact for walk in and telephone inquiries.

How You’ll Make An Impact

SIS designate support to include

• Assigns class letters (program sections) for all programs
• Monitors mid-term and final grading, and academic standing activities according to scheduled deadlines
• Liaises with faculty on an ongoing basis to prompt for, and obtain information (e.g. grades) by the due date according to College procedures
• Solves registration and student record issues or determines appropriate course of action for student to take
• Collates from academic records graduation lists, verifies accuracy, and liaises with the Office of the Registrar to exchange records
• Processes and maintains school records for internal and external course credits. Follows up with students if correct documentation is missing
• Assists with generation and distribution of class lists for faculty at the beginning of each academic term
• Generates and distributes class rosters for faculty at the beginning of each academic term
  • mails letters to applicants and registrants as needed, including collating packages as required
  • maintains student records filing system
  • posts Faculty and Program timetables each semester

Registration And Liaison Duties

• Course and program enrolment/registration for CAF - Fanshawe
• Plans and participates in development of Orientation Schedule for students
• Runs admission reports from system, and program registration and verifications for all first semester
• Adds applications and verifies advanced standing and PLA data and maintains all related documentation; processes add/drop courses for readmission students
• Determines status of student registration i.e. part-time or full-time and initiates the appropriate paperwork and advises the student and faculty of the correct procedure to follow
• Liaises with cooperative education consultants to obtain information necessary for graduation from co-op programs
• Assists both faculty and students with academic matters relating to the system
• Liaise with student regarding all matters of registration from course enrolment to credit approval/denial to eligibility for graduation
• Collects and updates systems for applicant supplemental submissions

Performs front-line reception and clerical duties for the CAF - Fanshawe

• Serves as first point of contact for the office, answering telephone inquiries and dealing with a variety of callers and walk-in clientele
• Establishing the nature of the inquiry to ensure that student/staff/faculty are directed to the appropriate party or service
• Distributes all messages to and from student/faculty/staff
• Maintains calendars and books appointments for Executive Director, Operations Manager, Academic Advisors and when required Coordinators and other staff
• Monitors office supplies, instructional and photocopier supplies and ensures an adequate stock is maintained, will purchase/order as required
• Arranges for maintenance to photocopiers when required, training on photocopiers as required
• Distributes mail, sends and distributes incoming faxes to the appropriate parties
• Collects and date stamps student assignments for school and distributes to faculty
• Maintains school contact information records by updating telephone lists and active directory information

Complete updates to Course Outline Mapping and Management System (COMMs) each semester

• Types and formats COMMs and submits to Operations Manager for approval
• Tracks submission of all COMMs, ensures all are received on timely basis, so modifications can be made by deadline
• Maintains the school program and course outline information binders

Other Duties As Assigned, Including

• Provides back up to other CSR and SIS Designates within the Faculty
• Assists with College approved activities such as College graduation ceremonies, Instructional Feedback Surveys, and KPI surveys

What You’ll Bring

• Post-secondary two (2) year diploma or equivalent in Office Administration, Business or equivalent combination of academic education and related work experience
• Minimum one (1) year of experience in a team environment in an academic service office using a variety of computer software packages such as word processing and spreadsheets
• Familiarity with student information systems in a post-secondary work environment would be an asset
• Strong organizational skills, time management skills and attention to detail
• Ability to multi-task and work independently
• Excellent verbal and written communication skills

Educational Credentials

While transcripts are not required for the interview, they are mandatory as a condition of employment.

Equity, Diversity and Inclusion

Fanshawe College is an equal opportunity employer. We are committed to equity, value diversity, and welcome applicants from diverse backgrounds.

Accommodation

Fanshawe College provides accommodations to job applicants with disabilities throughout the hiring process. If a job applicant requires an accommodation during the application process or through the selection process, the hiring manager and the recruiter leading the recruitment will work with the applicant to meet the job applicant’s accommodation needs. Accommodation requests per the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act can be emailed to: [e-mail]

Land Acknowledgement

Fanshawe College would like to acknowledge and honour the Anishinaabe, Lotinuhsyuní and Lenape people of southwestern Ontario as the traditional owners and custodians of the lands and waterways where Fanshawe College is located.

We thank all applicants for their interest; however, only those chosen for an interview will be contacted.