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

Durham District School Board; 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 program in Pickering. The role involves providing essential receptionist support, managing student registrations, and assisting with various administrative tasks. This permanent position requires strong organizational skills and proficiency in MS Office and HARTs. Join us to make a meaningful impact in the community and support students in their educational journeys.

Qualifications

• Up to one year of related experience or education required.
• Proficiency in MS Office Suite and HARTs.

Responsibilities

• Provide receptionist support and manage student registration.
• Organize classes and prepare attendance reports.
• Assist program staff and manage facility keys.

Skills

Organizational Skills

Problem-Solving Skills

Education

Ontario Secondary School Diploma

Tools

MS Office Suite

HARTs

Google Apps

Job description

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 programs, activities, and events at DCE, including on-site, off-site, and remote offerings.
4. Represent Durham Continuing Education positively to visitors and clients; redirect calls and visitors appropriately.
5. Respond to inquiries and assist with program registration.
6. Book appointments for assessments and guidance services.
7. Student Registration
8. Process registration forms, immigration documents, and maintain student files.
9. Enter and update student information in the registration system (HARTs) and other databases.
10. Assign and maintain student ID codes.
11. Register students based on language level determined through testing and consultation.
12. Review immigration documentation to verify status; handle out-of-country requests and immigration status verification.
13. Automated Reservation System (HARTS)
14. Organize classes by student level and update student progressions.
15. Manage class waitlists and ensure maximum capacity.
16. Prepare monthly reports on student progress and attendance for compliance purposes.
17. Student Attendance/Ontario Works
18. Prepare attendance reports for Ontario Works and handle related payments and correspondence.
19. Provide Secretarial Support
20. Assist program staff and instructors as needed.
21. Manage facility keys, supplies, and inventory.
22. Support class trips and graduation arrangements.
23. Perform additional duties as assigned by the Principal or Supervisor.

Equipment Used

• Computer, printer, Chromebooks, calculator, photocopier, digital projectors, telephone

Qualifications

• Ontario Secondary School Diploma or equivalent, with up to one year of related experience or education.
• Strong organizational and problem-solving skills; ability to work independently.
• Own transportation for travel between sites.
• Proficiency in MS Office Suite, MS Teams, HARTs, iCare, Google Apps, and computer keyboarding skills.

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

Equity and Inclusion

The Durham District School Board values Indigenous rights and promotes a welcoming, inclusive environment for all. We encourage applications from diverse backgrounds and are committed to fair, accessible hiring practices. Accommodations during the application process are available upon request.

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