Vancouver Community College Hiring for Student Services Assistant at Vancouver, BC Full Time

Pclass # S9934

Job Summary

This position is responsible for providing visitors and students general information and assistance as the College’s Welcome Centre. The Student Services Assistant carries out both regular and non-recurring student engagement and outreach activities such as Welcome Days. The position is also responsible for manually and systematically collecting, recording statistics and developing and maintaining data repository and reports. The Student Services Assistant also gives oversight and support to student aides and peer helpers, under the direction of the Supervisor.

Job Duties/Responsibilities

1. Greets College visitors, responds to telephone, in-person and online inquiries from all stakeholder groups, including students, internal departments, external partners and the general public. Provides accurate up-to-date information and assistance while directing more complex or specialized queries to the appropriate personnel and departments.

2. Schedules appointments and performs standard intake process, triages and/or schedules appointments for prospective, enrolled and returning VCC students accessing Student Services.

3. Develops and maintains information materials up-to-date and presentable. Update handouts, reference guides and other materials intended for all stakeholder groups.

4. Maintains data systems, records, logs, etc., ensuring information is complete, accurate and up-to-date. For all visitor traffic, gathers, compiles, analyzes, and interprets data for Student Services. This data will include but is not limited to service utilization statistics drawn from Outlook, Clockworks, and Banner as well as paper records.

5. Composes routine correspondence, completes forms and word processes reports and other related documents.

6. Provides scheduling oversight and guidance to student employees and to the Switchboard & Support Clerk.

7. Assists with the hiring, training and guidance of student aides and peer helpers.

8. Schedules College wide student engagement and outreach events/activities at the direction of the Supervisor. Coordinates logistics including meeting rooms, media equipment and catering requests in collaboration with various internal departments, such as Marketing and external partners.

9. Organizes, sorts and processes incoming/outgoing mail, emails, faxes and photocopying etc. Prepares, collates and coordinates large campaigns as required.

10. Maintains Student Services’ filing system ensuring all information is stored accurately and in a timely manner.

11. Maintains inventory of Student Services’ supplies including paper, forms, media and materials. Creates purchase requisitions and orders, tracks and receives items.

12. Reviews and recommends the Centre’s methods and procedures to streamline for accuracy and efficiency. Identifies operational problems and reports issues with recommendations to the Supervisor.

13. Performs other related duties as required.

Qualifications

Education and Experience

Grade 12 plus over 2 years of additional specialized training in office administration and customer service skills and over 2 years’ related experience or an equivalent combination of training and/or experience may be substituted for the required qualifications.

Skills and Abilities

Strong interpersonal skills with the ability to work both independently and collaboratively as a member of a team. Ability to establish and maintain effective working relationships.

Superior customer service skills and the ability to handle potentially difficult and delicate situations with tact and diplomacy. Ability to function calmly and pleasantly during periods of high stress.

High degree of sensitivity to issues of privacy and confidentiality.

Good organizational and time management skills with the ability to prioritize and manage several time-sensitive tasks at any given time. Works effectively in a stressful and demanding environment with frequent interruptions.

Excellent judgment and problem solving skills.

Ability to assess operations and procedures with an eye to streamlining and efficiency. Identifies operational problems and make recommendations for appropriate solutions.

Excellent written and verbal English communication skills.

Computer experience with intermediate level knowledge of the MS Office suite of software. Experience with database and student Information systems (Currently Banner, Clockworks, and EMS).

Accurate keyboarding skills and proficiency in alphanumeric data entry.

High degree of accuracy and excellent attention to detail.

Demonstrated initiative.

Flexible and adaptable.

Requires cultural awareness and sensitivity.

Salary Range – Prorated based on FTE

PAYGRADE 20: $1,713.40 – $1,995.42 bi-weekly.

Employment Group Support Staff (CUPE)

Type of Position Temporary

Employment Type Full Time

Department STUDENT SERVICE CENTRE

Primary Location – This position may require you to work at all VCC locations. Downtown

Is this posting only for internal applicants? No

Desired Start Date – May be subject to change 11/04/2021

Position End Date – For Temporary Positions 01/17/2022

Vacation Blackout Dates

N/A

Number of Hours per Week 35

Work Schedule – Hours may vary according to the needs of the Department

8:00 am – 4:15 pm

Eligible for Fortnight Yes

Special Instructions to Applicant

Vancouver Community College is committed to maintaining a work force that represents the diverse community we serve and we encourage all qualified applicants.

Posting Open Date 10/26/2021

Posting Close Date 11/08/2021

Is this a pooled posting? No