Type: Regular, Part-Time
Location: ISSofBC New Westminster
Position: Evening Registrar – second language an asset
LINC Program – New Westminster location
Regular part-time position at 5-9pm Evenings for Tuesday – Thursday
Days off: Friday to Monday
Reporting to and under the supervision of Manager- LINC coordinates registrar functions; advises current and prospective students on LINC classes and other community services, including information on class availability at other service provider organizations; handles student concerns/complaints; updates databases and provides administrative support for PBLA.
- Advises current and prospective students on courses and community services ensuring student needs are met. Oversees student enquiries in person, by telephone, or by internet and ensures that suitable applicants are given all the relevant information to facilitate their decision to register/apply for the LINC program. Completes registration processes to enroll students into identified course(s).
- Assist students with Moodle website account set-up if applicable to the site.
- Monitors seat availability, maintains waitlists, and schedules classes with weekly Maintains up-to-date class lists and student records/teacher classroom files, PBLA related records and assists/liaises with the LINC Manager, Instructional Coordinator, and ESL teachers.
- Maintains up-to-date and accurate client records in the designated database(s). Tracks student referrals and feedback, LOAs, enrolment, occupancy, and completion. Monitors and updates monthly attendance sheets and generates graduation certificates, monthly statistics and other documents as required by the LINC program.
- Creates and submits payment requisitions if applicable to the site and completes office supply orders as needed.
- Collaborates with the LINC Manager, IC, and other ISSofBC staff to resolve any student issues/problems consistent with established policies and procedures. Refers issues to appropriate personnel when required in a timely manner.
- Assists with obtaining student feedback including conducting Student Exit Interview and In-Class Student Satisfaction Outcome Surveys.
- Provides administrative support for PBLA including collecting forms; updating benchmarks on student files and database (CTS and iCARE); compiling attendance information for all students; and distribution of language companions.
- Distributes bus tickets for field trips and/or for monthly transportation allowance and prepares a report for finance as required by site.
- Assists students with requests for school transfers, school records, proof of enrolment, and other letters as needed.
- Assists in preparing logistics for meetings, in-house professional development days for instructors and other events – arranging the venue and minutes taking, etc
- Performs clerical work such as word processing, maintaining program files and student records in database and in hard copy files, copying, faxing, handling mail, collating documents, handling phone calls to receive and/or relay information, etc. according to established guidelines and deadlines.
- Liaises with IT department as needed to troubleshoot smartboard and computer issues, ensures that photocopier is functioning; processes new program resources and teaching material, such as labelling books, making copies of audio material and updating the library database; keeps and updates inventory of resources and equipment whenever necessary.
- Liaises with the Assessment Centres if applicable, other LINC providers, and other external agencies as needed. Provides support and guidance to volunteers and provides training if necessary.
- Keeps current on iCARE policies and other IRCC related policies and/or guidelines specific to the LINC program
- Performs other related ISSofBC organizational duties as assigned by specific site.
Completion of a certificate or diploma in office administration, business or related discipline supplemented by two (2) years of recent related experience, OR an equivalent combination of education, training, and experience acceptable to the employer. Second language is an asset.
Skills and Abilities:
- Ability to communicate effectively in both written and oral English
- Demonstrated ability to deal effectively and courteously with clientele, staff, and the public from differing cultural and linguistic backgrounds.
- Demonstrated proficiency in all aspects of Microsoft Office software and experienced in entering information into databases.
- Demonstrated ability to manage time and resources effectively.
- Excellent attention to detail.
- Possession of and the ability to maintain a clear provincial criminal record check.
- Ability to set and maintain boundaries with staff and students and manage self-care.
- Ability to carry out the duties of the position.
- Knowledge and experience in using Microsoft Teams considered an asset.
ISSofBC’s mission and values emphasize inclusivity and recognition of individuals’ unique talents. In recruiting and developing our staff, we see strength in diversity of backgrounds, lived experiences, and identities. We welcome and encourage applicants who bring new perspectives and experiences to our team.
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Applications must include “2023-LINC-03” in the subject line and can be sent to: firstname.lastname@example.org
Closing Date: By 4 pm, February 1, 2023
Role Salary Range: $21.03 – $27.49 per hour
Expected Starting Range: $21.03 – $22.32. Dependent on education, training, experience, and internal equity. Wage grids are reviewed annually.
Applicants must be eligible to work in Canada. We thank all applicants; however, only those shortlisted will be contacted for an interview.