City : Hamilton

Category : Full-Time Support

Industry : Education

Employer : Mohawk College

Status:  Project of a Non-Recurring Kind (April 2023 – March 2024)

Hours:  Monday – Friday, 35 hours/week

Home Campus:  IAHS

Payband:  E

Rate of Pay: $24.88

Posting Date: March 10th, 2023  

Closing Date:  March 23rd, 2023 at 7:00 pm EST

We support and encourage the contributions of our diverse employees.  We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works 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 equity, diversity and inclusion in our community. 

Mohawk College is currently recruiting for our next

Registration, Admissions & Program Support Officer

Reporting to the Program Manager, Centre for Professional Advancement, the incumbent delivers guidance with the highest quality support and customer service to students, staff and all associated client services. This is a key role in providing services to our clients thereby supporting student recruitment, enrolment, program delivery, retention and success.  The successful candidate will be a student-focused individual that supports and instils continuous process improvements to ensure services meet the needs of internal and external stakeholders.

Responsibilities:

The duties of this position include, but are not limited to:

Supporting Registration/Admission

•  Communicates admission requirements and gathers and processes all applicant forms, transcripts and any other requirements as directed by Manager
• Assisting with pre-registration procedures and other activities associated with the start-up of each semester by preparing packages of materials and/or electronic communication for distribution to in-class and virtual students; technical login support for online students to access courses
• Manages and cross-referencing registration lists with program registrations one week prior to cohort start date.  Incumbent must ensure all registrants have enrolled in the appropriate course(s) and send registration reminders to outstanding learners
• Updates the Canvas Connect platform to the appropriate cohort at the beginning of each session for all multiple programs
• Manages and updates enrolment lists in the case of any withdrawals
• Provides support to any learner experiencing registration difficulties

Reporting Duties

•  Prepares grade reports, final module test results & mail merged completion certificates
• Administers surveys (instructors and learners) at the end of each course/module/program
• Summarizes student and instructor survey results
• Analyses and summarizes survey data and prepares regular reports
• Supports the preparation and drafting of all program reporting

Facilitator and Student Support

•  First point of contact and resolution for all incoming communications (visits, emails, phone calls, etc.) from students, faculty and the general public
• Main point of contact for faculty & facilitators for all curriculum and content inquiries
• Facilitates connection to College resources (Digital Learning Technicians & CTL)
• Works with faculty, instructors or facilitators to ensure that all forms and procedures related to program delivery are completed and processed, following both Mohawk policies as required by program
• Assists faculty, instructors or facilitators as needed with Computer/Canvas Connect support
• Assists with student inquiries and requests as required

Finance Support

•  Coordinates with Projects & Administration Coordinator on program/registration information for the purposes of all program invoicing

Course Creation, Maintenance/Curriculum Support

•  Processing of course create/update forms
• Act as the main point of contact for clients, faculty and instructors regarding content updates / discrepancies etc.
• Engages with the Digital Learning Technicians to complete course updates based
• Engage with CTL on Canvas Connect specific updates
• Engages with Digital Learning Technicians to support Faculty, Instructors or Facilitators with curriculum updates to courses loaded in Canvas Connect
• Close communication loop once updates and changes are complete

Outreach and Integration in the Promotion of Academic Areas Information, Services and Programs

•  Under the direction of their 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
• When necessary, updates documentation on practices/processes, in clearly outlined and straightforward print and online material

Administrative Support

•  Assist with administrative management of courses, bootcamps and programs, including tracking progress, monitoring timelines, and reporting on deliverables
• Provide information and general advice to students, facilitators and partners regarding college procedures, office procedures, academic dates and referring to services offered through Mohawk College
• Assists with orientating new faculty, instructors or facilitators as required

Clerical & Administrative Support to Extended Project Portfolio

•  Coordinates meetings on behalf of the Manager; prepares agenda, minute taking, arranges catering, parking and scheduling as required
• Generates office correspondence to internal departments, external individuals and agencies as needed
• Ensure phone lists/contact sheets are kept up to date
• Contributes information to the Manager for the purposes of updating the Project Status database
• Assist in the full range of activities required to prepare, submit, and manage new project proposals
• Gathers data and generates reports on activities, new initiatives, proposals, reviews, submissions for various reporting
• Assists in identifying areas for improvement and offers suggestions/insight.  Helps to create and support continued maintenance of processes, practices and procedures

Other duties as assigned.

Qualifications:

The successful candidate will have:

•  A minimum of two-year post-secondary diploma/certificate in Office Administration, Business, Computer Studies or related field; or equivalent combination of education and experience.
• Three years of practical and related experience in an educational environment where there is a strong emphasis on interpersonal skill and customer service, preferably a post-secondary setting.
• Working with databases and student information systems, preferably with Banner, or any relational database in a post-secondary education.
• Working in an office environment with demonstrated problem solving skills.
• Working in a time sensitive deadline driven environment with an elevated attention to detail.
• Working independently and in a team environment.
• Working in a role with diverse responsibilities and knowledge base.
• Project management experience is preferable.
• Knowledge of Microsoft office products is essential, including Word, Excel, PowerPoint.
• Familiarity with Mohawk College programs is desirable, including: MyCanvas, MyMohawk mail and groups, Fast Suite, Banner, SUMMIT, and ePAFs.
• Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively with diverse groups of students, employees and the community.

Mohawk College prioritizes recruiting and retaining diverse employees. With this in mind, the College is committed to fostering inclusive and barrier-free recruitment and selection processes.

Should you require accommodation through any stage of the recruitment process, please contact the Human Resources Department at (905) 575 - 2047.

Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous people, persons with disabilities, S2LGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

For more information concerning the Mohawk College strategic plan, please see: strategicplan.mohawkcollege.ca/