City : Hamilton

Category : Full-Time Support

Industry : Education

Employer : Mohawk College

Status: Full Time

Hours: Monday – Friday, 35 hours/week

Home Campus: Fennell (hybrid work arrangements available)

Rate of Pay: Payband F (Start Rate: $31.05 per hour)

Posting Date: October 22nd, 2024

Closing Date: October 28th, 2024 at 7:00 pm EST

Preference will be given to qualified employees within the Full Time Support Staff bargaining unit, Appendix D (in the role for 6 consecutive months) and RPT employees who have passed probation at Mohawk College.

We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators, we believe it is important to act and show leadership in advancing the principles of reconciliation, equity, diversity, and inclusion in our community.

The Admissions Coach reports to the Manager, Admissions and is a member of the Registrar’s Office team. In alignment with Mohawk College’s mission and values, the incumbent assists students in navigating the admissions processes and procedures at the College to ensure they complete all necessary activities needed during their academic career. The activities are primarily focused on the Registrar’s Office (RO) however the incumbent will be conversant and able to assist on all aspects of Student Services, depending on the needs of the student.

What you’ll be doing:

Student-Facing Coaching

• Pre-scheduled coaching sessions – meeting with students who have booked time with the incumbent.
• Drop-in coaching sessions – allotting time each day/week to meet with students who arrive with questions who did not book a session ahead of time.
• Group coaching sessions – scheduling and promoting open sessions (or presentations) on a regular basis to groups of students on timely topics.
• Alternative coaching sessions (email, phone or online) – providing coaching to students (individual, group or drop-in) over the phone or using technologies such as conference calls, e-Learn, Skype etc. Session notes and data capture.  The incumbent keeps detailed interaction and session notes using the college’s student relationship management software (i.e. Clockwork, Banner, Contact Centre, Ministry systems) and ensures notes are in compliance with departmental and College guidelines and policies. Keeps consistent counts of advising and support activities and submits regular (i.e. monthly and annually) reports to management, as required.
• Responsible for ‘direct service’ inquiries concerning student services programs, procedures and processes, and making appropriate and timely referrals to areas of the College as needed, in alignment with the Mohawk Advising Model and professional standards of the International Coaching Federation (with a focus on explanatory-type coaching).
• Assists with backup support (i.e. running reports/templates, answering emails/phone calls, assisting with problem solving.)

Outreach and Integration in the Promotion of Student Services’ Information, Services and Programs

• Prepares material, organizes and delivers presentations to stakeholders.
• Responds to requests within the college community to promote opportunities and student services programs by presenting to groups in the community.
• Under the direction of his/her supervisor, ensures the current procedures for students are accurate and reflected in practices within the Registrar’s Office.
• Drafts menus or checklists of activities/processes for students to complete to begin their studies successfully, and submits to their supervisor for revision and approval.
• As required, develops and maintains up-to-date student resource material (leveraging the online student portal when possible) for small-group sessions throughout the year.
• Collaborates with College partners to identify/resolve any issues related to students.
• When necessary, updates documentation on practices/processes, in clearly outlined and straightforward print and online material, to Registrar’s Department staff.
• Encourages clients to leverage online solutions whenever possible to ensure that in-person interactions are reserved for value-added services/transactions.

Provides User and Technical Expertise

• Provides ongoing critiquing of the existing systems with the goal to reduce manual processing and enhance customer service.
• Recommends and develops, in collaboration with other partners, system and process enhancements to improve service to students.
• Support departmental workload redistribution during key times of the year and during employee absenteeism, ensuring that all areas of the office are covered in the most efficient way.
• Create packages for special presentation and mail out (i.e. certificate, letter of congratulations, Offers of Admission, fee statements, etc.).
• Monitors the Registrar’s Office operation, policies and procedures in order to provide a quality service to students and stakeholders.  Recommends procedures to ensure compliance to governmental and departmental guidelines.
• Prepares social media information and material for approval.
• Responsible for updating departmental manuals for all staff members.

Other duties as assigned.

What you’ll bring to the role:

•  Minimum 2 year Diploma in Business Administration, Business General, Office Administration or a diploma in a related field
• A minimum of 3 years of practical experience, in a service-oriented environment within an educational setting; primarily related to supporting applicants, students and staff with some experience providing coaching/advising, including one-to-one and group/workshop formats within a post-secondary setting is required.
• Counselling Techniques Certificate, Career Consultant Certificate or certificate in related field.

The successful candidate will also be able to demonstrate the following knowledge, skills and attitudes obtained through previous work experience:

•  Event planning/project management – demonstrated experience coordinating workshops, events and managing projects.
• Approachable and relatable to all members of College community – ability to positively relate to applicants, students, faculty, staff, administration and the general public in a variety of situations (one-to-one and groups) is essential.
• Computer proficiency/experience – proficiency in and experience with business computer applications including MSOffice (Word, Excel, PowerPoint, etc.) plus internet researching skills is necessary. Ability to learn and adapt to new software applications is important.
• Knowledge of post-secondary education systems – knowledge of college programs, student policies, student services, student success initiatives, and corporate databases including Banner or similar student information management systems would be an asset.
• Strong organization and multi-tasking skills – ability to manage multiple student tasks, projects and issues at the same time. Knowledge or experience with project management would be an asset.
• Team oriented: demonstrated intrapersonal skills and an ability to work effectively in a team environment is essential.
• Language and communication proficiency – strong communication and writing skills.
• Additional certificates or designations in Teaching, Adult Education or Student Affairs would be an asset.
• Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.
• The ability to communicate and work effectively with diverse students, employees, and communities.

What we offer:

•  Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
• 93% top up of maternity and parental leave pay for 52 weeks.
• Progressive vacation plan starting with 15 vacation days plus annual holiday closure.
• Access to Employee Family Assistance Program including counselling services, financial literacy services, nutrition advice and more.
• Comprehensive benefits package including health, dental, vision, paramedical services (massage therapy, acupuncture, naturopath, psychotherapy and psychology), short-term and long-term disability.
• Ability to take courses at a reduced rate for employees and dependents.

To find out more about working at Mohawk College, please visit https://www.mohawkcollege.ca/about-mohawk/careers-at-mohawk

We are committed to reconciliation and nurturing an inclusive, diverse, equitable, and accessible (IDEA) environment for everyone who learns and works at Mohawk College. We welcome applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

The College is committed to fostering inclusive ad barrier-free recruitment and selection processes. If you require accommodation during any stage of the recruitment process, please contact Human Resources.

 To learn more about Mohawk College’s commitments, please visit the Mohawk College strategic plan webpage: https://www.strategicplan.mohawkcollege.ca/