Program Assistant - Contracts and Community

Okanagan College; Vernon; On-site; CAD 49,000 - 56,000; Full time

Job summary

Okanagan College in Vernon, BC, invites applications for a Program Assistant who will deliver student registration support, frontline service for Continuing Studies, and clerical help to program coordinators. The role maintains student records in Banner, processes refunds and payments, coordinates room setups and course materials, and supports marketing outreach to prospective students.

Qualifications include Grade 12 plus one year post-secondary in Office Administration and 1–2 years of related

Qualifications

• Completion of Grade 12 plus one year post-secondary in Office Administration or equivalent.
• 1–2 years of related experience; familiarity with Continuing Studies registration processes.

Responsibilities

• Provides frontline customer service by responding to inquiries regarding Continuing Studies programs.
• Assists students with portal navigation, account troubleshooting, and registration issues.
• Maintains student records in Banner and other systems, including data entry and class lists.
• Maintains waitlists, sends communications, and handles certificates of completion.
• Supports financial processing with refunds, payments, and vouchers.
• Prepares program and instructor evaluations and coordinates room setup.

Skills

Customer service

MS Office

Student records

Data entry

Communication

Problem solving

Education

Grade 12 + 1 year post-secondary in Office Administration

Tools

Destiny One

MyOkanagan

Moodle

Banner

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.

Desired Start Date: September 8, 2026
Position End Date: January 29, 2027
Salary Range: $48,994 -$55,947 annually
Bargaining Unit: Support
Appointment Type: Non-Regular Full-Time
Posting Closing Date: August 31, 2026

Your Opportunity

• Under the general supervision of the Operations and Administrative Coordinator, the Program Assistant provides client service to students, prospective students, instructors, and other stakeholders. This position is responsible for registration support services for Continuing Studies courses and programs; responds to inquiries about programs, courses and services; provides clerical and administrative support to Program Coordinators and Instructors; maintains and updates student records; assists with limited financial processing; and provides public relations and marketing support.

Functions and Duties

• Student Services and Registration Support
• Provides frontline customer service by responding to inquiries via phone, email, and in-person regarding Continuing Studies programs, courses, policies and procedures.
• Assists students with online portal navigation (Destiny One, MyOkanagan, Moodle), account troubleshooting, registration issues, and provides guidance on program options, prerequisites, and requirements.
• Maintains student records in Banner and legacy systems including data entry, grade entry, class lists, attendance summaries and processing Director’s List letters.
• Maintains waitlists, sends welcome communications, creates certificates of completion and maintains general email inboxes.

• Financial Processing Support
• Processes refunds, cheque payments, subsidies, tuition and fee waivers on student accounts.
• Troubleshoots electronic payment issues and requests financial adjustments.
• Prepares bank deposits and assists with processing payment vouchers, journal entries, invoices, honoraria and purchase requests.

• Administrative and Clerical Support
• Provides comprehensive administrative support including receptionist duties, maintaining contact lists and filing systems, ordering and distributing course materials and supplies, photocopying, processing mail, and monitoring equipment.
• Prepares and processes program and instructor evaluations.
• Types and proofreads course materials including outlines, exams, certificates, and reports.
• Coordinates room setup, equipment and refreshments for courses and events.
• Submits instructor system access requests and prepares tutor payments.
• Processes student practicum and work placements requests through provincial health online portal system.

• Coordination and Liaison
• Liaises with internal departments including Registrar’s Office, Financial Services, Trades, and other campuses regarding student registrations, scholarships, bursaries, and student loans.
• Communicates with external stakeholders and third-party sponsors. Advises security, switchboard, and other departments of after-hours and weekend program schedules.
• Processes registrations for corporate training clients and provides backup support to other front office positions.

• Marketing and Recruitment Support
• Supports marketing and recruitment efforts by assisting with outreach, materials distribution and information accuracy.

• Performs other duties as assigned.

Education and Experience

• Completion of Grade 12 plus one year post-secondary training in Office Administration or equivalent. Over 1 year and up to and including 2 years of related experience. Familiarity with CS registration systems and processes.

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, Forms, SharePoint and Outlook)
• Working knowledge and experience with student record systems, including the ability to generate and analyze database reports
• Aptitude for learning and working with new systems and software
• Effective problem analysis and problem-solving skills

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].