Position Information

Position Number

P00192

Position Title

International Student Services Assistant

Division/Portfolio

Strategic Enrolment Management

Department/Program

International General Admin

Location

Kelowna

Other Flexible Work Options

Your Opportunity

Under the general supervision of the Executive Assistant, the International Student Services Assistant assists with the day-to-day operations of the International Education (OCIE) office and is responsible for providing support for all departments within International Education; provides and communicates information relevant to international students in person, by phone or email; assists prospective and current students, parents and the public on Okanagan College programs, assists with administration of medical insurance, providing general information relating to Immigration, Refugees and Citizenship Canada (IRCC) applications and procedures, offering guidance on registration process; assists with events, workshops and orientations; assists with homestay, maintains digital content, records and databases, and performs other related duties as required.

Functions and Duties

1. Assists with day-to-day operations of the International Education office by:

• Responding to inquiries and providing information related to students including education programs, medical insurance and workshops offered by OCIE, tuition fees and registration;

• Guiding students with general immigration inquiries, such as locating information, applications, procedures related to Study Permits and Visas from IRCC, OC websites and the iCent app;

• Assisting students applying for Verification of Enrolment (VoE) to extend study permits, visas, travel, banking and employment;

• Routing VoEs – check registration, fee payments and contact information. Following up on status with Inted advisors, Inted apps and Registrar;

• Assisting Marketing & Recruitment Specialists with initial contact by providing information regarding programs, tuition fees, availability and start dates to prospective students;

• Confirm with Marketing & Recruitment Specialists the status of new agents in the Application Portal;

• Assisting in maintenance of agent/institution database, agreements and contracts;

• Manage inventory of marketing materials;

• Distributing and creating printed information, including posters and information guides;

• Maintaining knowledge of current developments in relevant programs and other OC departments;

• Enter new agent information into True North or International database;

• Route agreements through Etrieve;

• Maintaining students’ privacy by ensuring family or friends are on Consent to Release;

• Training new Student Services Assistants, Cultural Liaisons and all new staff joining International Education Team. Assisting with training on systems, navigate immigration, booking LibCal appointments, Banner, myOkanagan for both employees and students;

• Providing general office support including answering emails, preparing correspondence and reports, photocopying, scanning, digital filing and phone calls;

• Scheduling appointments including prioritizing competing demands for time and utilizing appropriate time management strategies;

• Organizing work, maintaining detailed records and performing data entry functions;

• Maintaining digital filesing, and student information in the international database;

• Creating and maintaining spreadsheets;

• Maintaining, updating, editing, writing content and creating posters for the International Education department pages on the Okanagan College website, OCIE App platform and the TV display;

• Identify stale content on website and request Inted staff provide updates for their sections;

• Participating in International Education department meetings to ensure processes are up to date and protocols are followed;

• Booking meeting rooms and equipment when needed;

• Entering Saudi Arabia student Financial Guarantee information into database and forwarding Financial Guarantee letters to Finance and/or Registrar’s Office as required;

1. Student Support

• Providing support and participating in International Orientation. Creating content for presentations for new students and present virtually and in-person. Presenting information for students to help them integrate into the OC environment and community;

• Working with International Student Liaison to plan and execute student events and cultural activities in collaboration with Campus Rec, Aboriginal Services, Student Union and student organizations;

• Assisting International Student Liaison and Immigration Advisor with workshops by promoting on iCent app, by email, monitoring registration and sign-up and assisting students on day of workshop;

• Assisting students with Graduation, on how to obtain Official Transcripts, Program Completion Letters, Post Grad Work Permit information, photos and ceremonies;

• Offering guidance as to how to register for classes, make payments, access immigration information guides, etc.;

• Helping students understand OC policies as required and when necessary, refer students to other OC departments or Deans’ offices;

• Meeting with students to review, discuss, and explain financial accounts;

• Advising students on requesting refunds and making payments;

1. Support to the Student Settlement and Support Coordinator

• Answering inquiries regarding medical coverage and the Homestay program;

• Monitoring homestay and Intedmed emails for student issues in Coordinator’s absence;

• Preparing payments vouchers for homestay hosts and submitting to finance;

• Maintaining and updating database for host families

• Requesting finance to update student accounts with Guard.me and Homestay charges;

• Emailing students regarding Guard.me payments, expiration and status and explaining how to apply for Medical Services Plan (MSP);

• Tracking expiry dates for Guard.me and MSP;

• Assisting students in crisis, who have medical emergencies, dealing with scams, health and mental health issues, settlement issues, and cultural adjustment. Connecting students with Student Settlement Coordinator, OC Counselling and Accessibility Services;

• Attending home visits/re-visits with Student Settlement and Support Services Coordinator;

• Assisting with organizing monthly Student Services meetings with department staff by collecting agendas, taking meeting notes and providing notes afterwards;

• Working with Student Settlement and Support Coordinator and International Student Liaison by organizing and participating in regular iCent app meetings, reviewing better ways to communicate with international students;

• Referring difficult or unusual problems and situations to the Supervisor, Student Settlement and Support Services Coordinator or Director;

• Identifying “at risk” students, academically or otherwise and suggesting the appropriate resources to assist the student, such as academic advising, tutoring and Success Centres;

• Collaborating with the OC International Team to increase and maintain student satisfaction through the quality of services to support student life;

1. Performs other related duties as required.

Education and Experience

1. EDUCATION

Completion of Grade 12 or equivalent plus two-year post-secondary training in Office Administration, Business Administration, International Relations, Cultural Studies or equivalent. Additional courses in bookkeeping or accounting would be an asset.

2. TRAINING

Mental Health and Equity, Diversity, Inclusivity and Justice (EDIJ) training would be beneficial.

3. EXPERIENCE

Over 1 year and up to and including 2 years related experience.

Preferred Qualifications

Experience with people from other cultures is an asset. Ability to speak a second language would be beneficial.

Skills and Abilities

• Well developed interpersonal, written and oral communication skills.

• Critical thinking skills and accuracy are imperative to the performance and duties of this position.

• An ability to work with financial data, maintain records and perform mathematical calculations is required.

• Excellent customer service skills with the ability to work in a very busy environment that has complex and sensitive situations and is able to maintain strict confidentiality and to handle sensitive issues with tact and diplomacy.

• Ability to use independent judgement in order to direct students and clients to appropriate resources and services.

• Communicating with students, parents, clients, colleagues and members of the community in a professional and tactful manner.

• Ability to work effectively both independently with minimum supervision and as part of a team with an aptitude for working in a collegial and collaborative environment.

• Demonstrated problem solving, analytical and organizational skills.

• Ability to prioritize, be flexible and able to manage a high work volume and competing priorities to meet strict deadlines.

• Excellent computer skills with proficiency using all Microsoft Office platforms (Word, Excel, Access, Teams, PowerPoint and Outlook), web-based applications, mobile applications and editing similar complex databases, as well as the ability to generate and analyze reports and to resolve difficulties with computer data input and retrieval.

• Banner Student Record system knowledge would be advantageous.

Preferred Qualifications

Desired Start Date

10/14/2025

Position End Date (if temporary)

12/23/2025

Schedule

8:30-4:30 Monday to Friday.

Annual Salary/Hourly Rate

$28.76 - $32.82

Appointment Type

Support - Non-Regular Full-time

Special Instructions to Applicants

This is a temporary support position with the term subject to change dependent on operational needs.

Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selections of candidates.

Employee Group

Support

Posting Detail Information

Competition Number

C003239

Number of Vacancies

1

Posting Open Date

09/26/2025

Posting Closing Date

10/07/2025

Open Until Filled

No

Inclusion Statement

Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, AccessibilityHR@okanagan.bc.ca.