1. Responding to telephone, in-person and online inquiries in a knowledgeable, efficient and professional manner. Expediently returning information when requested by current or future clients and making judgment as to when the inquiry needs to be elevated to a CEPO or manager.
2. Performs registration duties, including providing information and guidance to new and current students, entering data from applications and ensuring payment is processed via Credit Card or Sponsorship documentation.
3. Liaises with external organizations such as WorkBC.
4. Assists with course selection when working with marine and first aid inquiries.
5. Dealing with emerging issues as they arise, including troubleshooting tech issues, course changes and cancellations, room/space issues, etc.
6. Staying current/up-to-date on department program offerings, college programs offerings, admission requirements and process, and apprised of changes with externally certified programs which change regularly.
7. Preparing accurate payroll contracts for Continuing Education and Training instructors and assisting instructors to meet timesheet deadlines when required.
8. Processing registrations on Colleague Student Records System and ensuring that students receive the required supply lists, maps, course materials and course specific information
9. Processing financial transactions for both registrations and cancellations, Visa reconciliations, and purchases
10.Producing a variety of Continuing Education forms, such as: weekly and monthly course schedules, class lists, instructor and student evaluation forms, and others as needed.
11.Coordinating and ensuring necessary equipment and resources are provided for and set up in the classroom on-site and remote, including photocopying, manuals, audiovisual equipment (laptops and projectors, flipcharts, etc.
12.Maintaining/monitoring/managing student waitlists and interest lists as required. This involves contacting and registering the students and processing payments.
13.Ensuring that students, instructors and internal departments are properly notified of any changes in the status of courses, such as: cancellations, changes of location, postponements or rescheduling.
14.Maintaining contact with all continuing education instructors.
15. Monitor Inventory and order appropriate resources and supplies for courses and general office operations.
16. Maintaining and updating digital and physical filing systems.
17. Coordinating ad submissions publicizing course information to the newspaper on a weekly basis.
18. Maintaining knowledge of, and adhering to, current Freedom of Information/Protection of Privacy regulations.
19. Proofing all data entered for the online course calendar including dates, times, courses, and prices to ensure accuracy before being published online Assisting Regional Continuing Education and Training Officers with room section requests and bookings.
20. Arrange with Facilities to make appropriate security arrangements for instructors to ensure they have access to campus buildings and facilities after hours,
21. Arrange with facilities access to facilities (keys) within working hours
22. Using digital marketing software to revamp, prepare, revise and send
communications with partner organizations, current and future students. 23.
Assisting with course and program marketing campaigns, including updating campus screens/boards to direct students to their classrooms on campus, and social media marketing activities.
24. Monitoring multiple department email addresses daily, such as
[email protected].
[email protected], or others, responding or forwarding as necessary.
25. Liaising with Registrar’s office, marketing department and facilities departments to support departmental needs, as determined by CEPO, or specific course or program needs.
26. Monitoring department budgets in FAST and Colleague; following up if an expected transaction doesn’t complete
27. Submitting and monitoring helpdesk requests for website updates or other needs.
28. If required, entering final grades in relevant databases as soon as possible once the course is completed.
29. Aware of campus and department course offerings and able to assist instructor if CEPO is unavailable.
30. Reviewing course sections in Colleague for accuracy
31. Providing basic support to instructors using the digital classroom, saving and moving course shells to the next semester, making copies of current or completed courses, helping with emergencies.
32. Booking air flights, hotels, rental cars for travelling staff or instructors.
33. Other priorities as defined to support course implementation.
