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Algonquin College

Algonquin College of Applied Arts and Technology is a publicly funded English-language college located in Ottawa, Ontario, Canada. The college has three campuses, all in Ontario: a primary campus located in Ottawa, and secondary campuses located in Perth and Pembroke.

3 Jobs Found

Client Service Representative Part-time Job

Algonquin College

Customer Service   Ottawa
Job Details

Reporting to the Manager of Parking, Lockers, and Card Services Service, the Client Service Representative (CSR) responds to a wide variety of in-person, telephone, mail, email, and other duties related to the departments. The incumbent performs clerical services related to is the front-line person who liaises with departments and personnel both internal and external to the College. The incumbent informs clients about College policies and procedures in a knowledgeable and comprehensive manner. 

 

The Client Service Representative is often the first point of contact for the College and is responsible for setting a positive, professional tone in interactions with all clients.   

 

Duties and Responsibilities :

CLIENT SERVICE 

  • Services availability  

  • Payment deadlines for infractions 

  • Eligibility for U-pass and or specific parking requirements 

  • Responding to complaints and emergencies 

  • Assisting clients with access to the required services  

  • Validates student information and processes student and staff identification cards 

  • Waitlists

  • Conducting withdrawals 

  • Initiating transfers (parking lot, Lockers) 

  • Initiatingrefundrequests 

  • Supporting appeals process 

  • Provide information on service availability which includes: 

  • Parking 

  • U-Pass

  • Student/Staff and Alumni cards 

  • Lockers 

 

FINANCIAL TRANSACTIONS 

  • Determining outstanding accounts and encumbrances 

  • Accepting payments for parking, lockers, and card services  

  • Reconciling and balancing daily transactions 

 

CLERICAL 

  • Creating and updating student, staff, guest records

  • Entering data, in Parking management software, GeneSIS, and Card productions software

  • Responding to emails and phone calls

  • Assisting clients with form completion

  • Assisting clients with form completion

  • Provide campus directions

  • Running required reports

 

Processes 

  • Demonstrates correct methodologies, processes, and procedures of new full-time and part-time staff  

  • Other Duties as Assigned 

 

Required Qualifications:  

  • One (1) year certificate related to business, office administration, marketing or related industry

  • Minimum of three (3) years experienceof practical experience in a “high demand” client-service setting in an educational institution or equivalent experience in a similar setting.  

  • Work experience in a complex detail-oriented, customer service-driven computerized office setting.  

  • Experience in Microsoft Outlook, Word, and Excel   

 

*Position is paid at Clerk, Payband D-Comparator

*Vacancy is for P21232

 

Anticipated Schedule:

Monday to Friday 12:00PM - 5:00PM


This position requires regular on-site work at Algonquin College’s Woodroffe (Ottawa) Campus  

 

 This position is subject to the terms of the Part-time Support Staff Collective Agreement: https://www.algonquincollege.com/hr/files/2019/06/2019-21-PT-Supp-Staff-CA_FINAL_EN.pdf

Client Service Representative

Algonquin College
Ottawa
  Customer Service Part-time
  25.92  -  30.01
Reporting to the Manager of Parking, Lockers, and Card Services Service, the Client Service Representative (CSR) responds to a wide variety of in-person, telephone, mail, email, an...
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Jul 18th, 2024 at 15:17

Casual Enrolment Services Representative Full-time Job

Algonquin College

Administrative Jobs   Ottawa
Job Details

Posting Closing Date:

July 23, 2024

 

Please note: jobs are posted until 11:59 pm on the job closing date.

 

Job Description:

 

*Please note that applicants must submit their application by the evening before the closing date mentioned above. The posting closes at 12:01am on the morning of the closing date***

 

As the first point of contact, the Enrolment Services Representative (ESR) position is an essential resource to College stakeholders and to students before and throughout their tenure at Algonquin College.

 

Reporting to the Manager, Enrolment Support Services the ESR provides information and assistance through multiple mediums to prospective students, current students, and alumni seeking information and/or assistance with services offered by the College in general and specifically the Registrar’s Office. In carrying out these responsibilities the incumbent collaborates with multiple departments throughout the College.  They make time sensitive decisions, performs a wide variety of financial aid record keeping, academic and finance related tasks. 

 

Additionally, the position provides information and administrative services related to registration, admissions, specific College related activities, and general College information. The primary goal is to provide, as much as information possible; a one-stop service to attract, enrol and retain students. The ESR is responsible for providing training support to all new full and part-time staff. As the first point of contact the ESR is responsible to set a positive, professional tone in all student interactions, ensuring the Algonquin College experience is held to the highest possible standard. 

 

Due to the level of confidentiality and the sensitive nature pertaining to much of the information handled, the ESR must have extensive knowledge and experience, and adhere to rules and regulations within the Freedom of Information and Protection of Privacy Act. Using the AC Way, the ESR’s are responsible for identifying process improvements and helping to streamline processes to maximize efficiency.

 

Duties and Responsibilities:

 

Enrolment Services

 

Performs Duties Associate with Admissions and Registration

  • Provides information to inquiries regarding OSAP, financial aid, admissions, student accounts, registration and records, timetables, program progression, and graduation;

  • Assists students with navigating online self-service tools (ACSIS, OCAS, CRM/Web forms);

  • Provides program availability, eligibility and program-specific admissions and prerequisite requirements;

  • Communicates tuition and ancillary fee structure, policies and payment deadlines; produces customized documents related to all of the above;

  • Assists with College events such as convocation, orientation activities, student service fairs, etc.;

  • This role is the first point of contact for most escalated inquiries including but not limited to students, parents, staff, stakeholders, and community members and must respond to these escalations, solve the issue, or redirect accordingly;

  • Completes registrations, withdrawals, and document processing for specialty registrations including but not limited to sponsored students, Military students, part-time and bridging course students, contract students;

  • Receives and processes all part-time course registrations, tuition payments; actions course and section transfers;

  • Supports the Domestic and International Admissions teams by communicating and monitoring program waitlists and triaging all communications sent to admissions@ email account;

  • Responsible for processing changes to student’s status in Canada on profiles as it relates to full-time applications. Clarifies information for international applicants. Requires knowledge of Canadian status documents;

  • Using in-depth sub ledger analysis, requests and actions course and program refunds;

  • Assists with failed online registrations and payments caused by system integration failures.

 

Performs Duties related to Financial Aid and Student Awards

  • Confirms receipt of OSAP funding through Ministry of Colleges and Universities (MCU) portal;

  • Assists with OSAP and other financial aid applications and documents; screens and amends documents as required; supports/assists student navigation of Ministry portal (Onekey);

  • Reviews OSAP information, documentation and applications; verifies data accuracy and completeness. Advises student on any necessary changes required;

  • Informs students of all available financial assistance programs;

  • Processes and confirms enrolments related to continuation of interest free status forms;

  • Processes Part-Time OSAP course registrations;

  • Resolves problems related to financial aid program; triages and refers to Financial Aid Officer when required;

  • Performs necessary data entry on the Student Information System (SIS) and MCU systems, for example updating application information; advises and provides information related to income data in the application document;

  • Resets OAN passwords.

 

Other Financial/ Fees Related Duties

  • Analyses student sub ledger and determines account balances, outstanding tuition fees and encumbrances;

  • Processes fee deferrals;

  • Applies bursaries and awards to the student sub ledger;

  •  Balances and reconciles individual daily transactions; prepares daily deposit.

 

Other Administrative Duties Related to Enrolment

  • Creates, maintains and updates student records and student profiles;

  • Maintains knowledge of and explains information to students and stakeholders regarding College policies, practices and procedures;

  • Answers student inquiries related to admissions requirements, transfer of credits, pathways, bridging and contact course registrations;

  • Enters grades into student information system;

  • Resets systems passwords;

  • Drafts letters for students and other third-party requestors;

  • Assists students with various applications or form completion;

  • Processes documents and uploads to Laserfiche;

  • Identifies and communicates opportunities for process improvement.

 

Production of Official Transcripts/ and Letters of Support for Student Records for Students and Third Parties

  • Logs, verifies and processes transcript requests to be transmitted to third parties;

  • Investigates, researches and provides student record information (transcripts, other relevant records, program of study, date of graduation, etc.) to third parties.

 

Tuition and Non-student Fee Payments

  • Processes all payments received in Registrar’s Office, including but not limited to Ontario Student Assistance Program (loan/grant) payments, wire transfers (bill payments), credit card payments, fly wire (international payment portal), cheques, money orders, certified cheques and sponsorship payments;

  • Review tuition deposit exception requests through email and over phone and approves or deny in compliance with policy;

  • Works closely with Finance to problem solve issues related to payment error, refunds and financial encumbrances.

 

New Employee Training

  • Demonstrates correct methodologies, processes and procedures for new full-time and part-time staff including but not limited to training on payment processing;

  • Supports onboarding of new colleagues, reinforcing Training Specialist training and answers questions on process and policy.

 

Other related duties as assigned.

 

Required Qualifications:

  • Minimum of two (2) year (preferably in the Diploma in Office Administration, Business Administration, Public Administration or equivalent);

  • Minimum of three (3) years' experience in a high demand customer service setting; student service setting preferred.

 

Anticipated Schedule:

 

Up to 24 hours per week Monday to Friday as required

 

*This position is paid at Payband F - Comparator

* Vacancies are for P17852, P20178, P20179, and P20180

 

This position requires regular on-site work at Algonquin College’s Woodroffe (Ottawa) Campus

Casual Enrolment Services Representative

Algonquin College
Ottawa
  Administrative Jobs Full-time
  30.05  -  34.85
Posting Closing Date: July 23, 2024   Please note: jobs are posted until 11:59 pm on the job closing date.   Job Description:   *Please note that applicants must submit their appli...
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Jul 16th, 2024 at 19:40

Administrative Assistant Contract Job

Algonquin College

Administrative Jobs   Pembroke
Job Details

The incumbent routinely provides a wide range of administrative and secretarial support services for the Health & Community Studies Department Chair, faculty and students. As the first point of contact for multiple stakeholders, the incumbent provides a welcoming and professional experience. The incumbent is conscientious, proactive and respects confidentiality.

 

Duties and Responsibilities:

1. Provides administrative and secretarial support to the Academic Chair.

  • Anticipates the needs of the Academic Chair and provides timely and professional administrative supports;

  • Maintains the Academic Chair’s calendar. Schedules and recommends appointments, cancellations, and postponements when scheduling conflicts arise;

  • Communicates widely for the department by writing email messages, letters and memos and creating first-draft reports and other documents as required by the Academic Chair;

  • Liaises with other College units, as required, in order to assist the Academic Chair in responding to a wide range of systems and processes;

  • Provides hospitality as the first point of contact with students, faculty, and external stakeholders;

  • Prepares files for the Academic Chair’s review prior to appointments with students (researching student records as required);

  • Answers the telephone, greets students and clients, and handles their concerns and inquires;

  • Processes and handles incoming and outgoing mail;

  • Develops and maintains various department and program-related systems and processes;

  • Maintains the department’s general and archival filing system including electronic records;

  • Processes relevant data and forms for programs and student records management for the department (i.e. student grade changes, exemptions, supplemental exams, class lists, correspondence);

  • Arranges travel for out-of-town meetings for the Academic Chair and faculty such as car rentals, flights, hotel accommodations;

  • Assists the Academic Chair with selection committees for the hiring of faculty and staff; including managing documents for the committees, preparing for the logistics of interviews, and providing hospitality when greeting applicants.

 

2. Assists the Academic Chair and faculty with administering and adhering to college policies and procedures:

  • Distributes and ensures prompt return of a variety of student-related documents including: advanced standing, exemptions, incomplete grades, supplemental grade assignments, plagiarism. Learning contracts, prior learning assessment and PLAR recognition initiatives, withdrawals and course add/drop requests;

  • Supports the administration of program assessment tools (Key Performance Indicators and course assessments);

  • Attends to processes related to student enrolment management systems and procedures by locating directives and following processes and timelines as required;

  • Attends to processes related to Comms course outline submission deadlines and produces Comms outline completion reports for review by the Chair;

  • Acts as the departmental hub in the dissemination of accurate and timely information.

 

3. Organizes and attends to details relating to all department meetings:

  • Communicates broadly within the department and arranges meetings for:

    • Program Advisory Committees (PAC)

    • High Risk meetings

    • Faculty/Staff meetings

    • Evaluation & Promotion / Final Grades

    • Program Quality Review

    • Student meetings

    • Outside Stakeholders

    • Canadian Association of Schools of Nursing (CASN)

  • This work includes booking rooms, preparing related materials, ordering and arranging for meeting refreshments as required;

  • Creates, posts and distributes minutes and other meeting-related documents;

  • Maintains committee member lists;

  • Supports Program Advisory Committees, collates information, provides initial drafts of annual reports and takes minutes as required.

 

4. Coordinates administrative deadlines

  • Assists the Chair in the development of routines and procedures for the smooth function of daily operations;

  • Handles inquiries and concerns regarding on-going department activities and programs.

 

5. Provides hospitality for and general orientation to new professors/instructors.

  • Assists new professors/instructors by explaining regular procedures.

 

6. Performs other related duties as assigned

  • Assists with College functions as required;

  • Provides backup assistance when other department support staff are absent.

 

Required Qualifications:

  • Minimum two (2) year diploma in Executive Office Administration or equivalent;

  • Minimum three (3) years experience in a busy client-centered service environment operating within large complex systems. Experience in writing routine correspondence and in developing and drafting reports. Experience managing simultaneous deadlines with minimal supervision.

 

*This position is paid at Payband E

*Vacancy is for P21265

Administrative Assistant

Algonquin College
Pembroke
  Administrative Jobs Contract
  27.81  -  32.24
The incumbent routinely provides a wide range of administrative and secretarial support services for the Health & Community Studies Department Chair, faculty and students. As t...
Learn More
Jul 10th, 2024 at 17:49