GROUP 7 - RECEPTIONIST / SECRETARY - CONTINUING EDUCATION (External)

Jobs in Education; Oshawa; On-site; CAD 40,000 - 50,000; Full time

Job summary

A leading educational institution in Durham is seeking a Receptionist/Secretary for their Continuing Education department. This role involves providing essential support to students and staff, managing registrations, and ensuring smooth office operations. The ideal candidate will have strong organizational skills and proficiency in relevant software. Join a team committed to diversity and inclusion, making a positive impact on the community. Applications are encouraged from all backgrounds.

Qualifications

• Up to one year of related experience or equivalent education.
• Access to transportation between sites.

Responsibilities

• Provide receptionist support and manage student registrations.
• Maintain databases and prepare reports.
• Assist program supervisors and manage office supplies.

Skills

Organizational Skills

Problem-Solving

Education

Ontario Secondary School Diploma

Tools

MS Office Suite

HARTs

iCare

Google Apps

Job description

GROUP 7 - RECEPTIONIST / SECRETARY - CONTINUING EDUCATION (External)

Job Code : 3937013

GROUP 7 - RECEPTIONIST / SECRETARY - CONTINUING EDUCATION - PICKERING

Job Summary

Provide receptionist support to Durham Continuing Education at the Pickering location. Responsibilities include providing information, registering students, inputting and maintaining registration data on databases and applications, creating reports, and offering secretarial support to the office.

The primary assignment is at the DCE Pickering location; however, during the summer and occasionally throughout the school year, the assignment may shift to the DCE Oshawa location based on program needs.

Responsibilities

1. Reception
2. Act as the initial contact for visitors and clients at Durham Continuing Education - Language Training Programs - Pickering.
3. Maintain up-to-date knowledge of all DCE programs, activities, and events.
4. Represent Durham Continuing Education positively, redirecting inquiries appropriately.
5. Respond to inquiries, provide program information, and assist with registrations.
6. Book appointments for assessments and guidance.

1. Student Registration
2. Process registration forms, immigration documents, and maintain student files.
3. Enter and update student information in the registration system (HARTs) and other databases.
4. Assign and maintain student ID codes.
5. Register students based on language level, determined by testing and consultation.
6. Review immigration documentation and respond to out-of-country requests regarding eligibility.
7. Request acceptance letters for immigration purposes and verify immigration status.

1. Automated Reservation System (HARTS)
2. Organize and manage classes by student level and progress.
3. Manage waitlists and class capacity.
4. Prepare monthly reports on student progress and attendance for compliance and reporting.
5. Report class attendance and enrollment as required.
6. Prepare attendance reports for Ontario Works and manage related payments.

1. Secretarial Support
2. Assist program supervisors and instructors.
3. Manage facility keys and inventory supplies.
4. Handle purchase requisitions and organize office supplies.
5. Support class trips and graduation arrangements.

1. Perform other duties as assigned by the Principal or Supervisor.

Qualifications

• Ontario Secondary School Diploma with relevant coursework and up to one year of related experience, or an equivalent combination of education and experience.
• Strong organizational skills, problem-solving abilities, and capacity to work independently.
• Access to transportation between sites.
• Proficiency in MS Office Suite, HARTs, iCare, Google Apps, and related software.

Note: This is a 35-hour/week, 12-month, permanent position.

Equity and Inclusion

The Durham District School Board values Indigenous rights, diversity, and inclusion. We encourage applications from candidates of varied backgrounds and experiences and are committed to fair, accessible hiring practices. Accommodations during the application process are available upon request.

Join DDSB to make a meaningful impact on students and the community. We foster a workplace where ideas are valued, growth is prioritized, and contributions are recognized.

Apply by May 26, 2025, at 4:30 PM EST. Please submit your resume.