Program Assistant - Funded Contracts

Okanagan Hockey Group; Kelowna; On-site; CAD 30,000 - 60,000; Part time

Job summary

A regional educational institution is seeking a Program Assistant to assist with the management of funded contracts through student registration services and administrative support. The role requires strong skills in Microsoft Office, effective communication, and customer service. Candidates must have completed Grade 12 education and have relevant training and experience. The position offers a salary range of $26.05 to $29.74 per hour and may allow for flexible work scheduling.

Qualifications

• Strong customer service skills; able to deal tactfully and diplomatically.
• Proficient with Microsoft Office applications – Outlook, Word, Excel, Access, PowerPoint.
• Flexible with managing a high work volume and conflicting priorities.

Responsibilities

• Provide student admission and registration service.
• Prepare correspondence, reports, and forms for administration.
• Assist with public relations, event coordination, and marketing support.

Skills

Proficient in Microsoft Office applications

Effective oral and written communication skills

Strong customer service skills

Flexible with managing high volume

Banner and Ironpoint proficiency

Education

Completion of Grade 12 or equivalent

Related post-secondary training (e.g., Office Administration)

Job description

Program Assistant – Funded Contracts

Under the limited supervision of the Associate Director, this position is responsible for assisting with the general administration and support of the specific government contract.

Responsibilities

• Provide student admission and registration service:
  • Take registration information in person, by phone, fax, email, and mail.
  • Process information, accept payments, generate receipts, validate credit and debit cards where applicable.
  • Prepare paperwork, process refunds, recommend refunds where applicable.
  • File registration and refund receipts.
  • Maintain program waitlists and contact potential students.
  • Process certificate applications.
  • Enter student data into Banner and other internal systems.
  • Check prerequisites and advise applicant of status.
  • Enter grades and print grade entry report; mail grade mailers to students.
  • Generate and maintain up‑to‑date class lists with respect to course changes and withdrawals.
  • Advise students of program options, details, procedures, textbook and supplies requirements.
  • Arrange for network and email for students.
  • Liaise with other OC departments for educational upgrading and registrations.
• Provide clerical support to Continuing Studies administrators:
  • Prepare correspondence, reports, forms, as requested.
  • Maintain internal and external contact lists and directories.
  • Arrange parking passes, keys, codes, network and email for instructors.
  • Order and maintain office supplies, photocopying and fax supplies, and liaise with repair services.
  • Prepare, conduct, compile and process student evaluations.
  • Gather and assemble financial information as directed, including analyzing historical data and drafting initial budget information.
  • Prepare reports detailing balances, trends, and variances; provide related recommendations.
  • Assist in payment voucher processing, journal entry transfers, invoices, honoraria, purchase requests.
  • Assist with preparation of Ministry statistical data reports and monthly/annual contract reports.
• Provide clerical support for instructors:
  • Prepare class lists, attendance summaries, pre‑test results, training schedules and course materials.
  • Order necessary course materials, books and supplies.
  • Distribute course schedules and required course materials.
  • Process instructor contracts and expense claims.
  • Type course materials such as outlines, lecture notes, quizzes, exams, reports.
  • Proofread documents for print and processing print requests.
  • Schedule room and equipment requirements.
• Assist with public relations, event coordination and marketing support:
  • Arrange bookings for events and meetings, including travel and accommodation.
  • Dart and prepare marketing and promotional materials.
  • Verify and maintain accuracy of print material on Continuing Studies websites.
• Provide cashier services where applicable:
  • Balance credit and debit card transactions.
  • Reconcile cash receipts and student registration forms.
  • Enter transactions into Banner and internal systems.
  • Process fee deferrals and fee adjustments.
• Perform other duties as required.

Qualifications

• Proficient in Microsoft Office applications – Outlook, Word, Excel, Access, PowerPoint (database use).
• Effective oral and written communication skills.
• Strong customer service skills; able to deal tactfully and diplomatically with internal and external contacts while maintaining confidentiality.
• Flexible; able to manage a high work volume and conflicting priorities to meet deadlines.
• Banner and Ironpoint proficiency would be beneficial.

Experience and Education

• Completion of Grade 12 or equivalent, plus up to and including one year related post‑secondary training (e.g., Office Administration).
• Over 1 year and up to and including 2 years experience.

Schedule and Salary

• Desired Start Date: 01/19/2026
• Position End Date (if temporary): 03/31/2026
• Schedule: Monday – Friday
• Hours: TBD
• Annual Salary/Hourly Rate: $26.05 – $29.74/hour
• Appointment Type: Support – On Call

EEO Statement

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].

Documents Needed To Apply

• Resume/CV
• Cover Letter
• References
• Optional Documents: Other Document 1, Other Document 2, Other Document 3