About the role
Position Information
Position Number
S01040
Position Title
Program Assistant
Division/Portfolio
School of Business
Department/Program
Portfolio Dean's Office (P2)
Location
Kelowna
Other Flexible Work Options
Your Opportunity
Under the general supervision of the Administrative Coordinator, School of Business (OCSB), provides reception, clerical support services and assistance to the Dean, Administrative Coordinator, Associate Deans, Instructors and other support staff for the portfolio to ensure effective and efficient operations and performs other related duties as required.
Functions and Duties
- Administrative support to the OCSB Office:
-
Responds to inquiries regarding OCSB programs and directing inquiries to the appropriate person or department.
-
Takes messages and answers queries from instructors, students, other College personnel, and the general public in-person or by telephone.
-
Relays messages to students.
-
Maintains files, records, manuals, internal and external directories.
-
Sorts and distributes incoming and outgoing mail.
-
Monitors and maintains photocopiers and calls for service when necessary.
-
Purchases supplies and maintains inventories for faculty, instructors, and staff at all centers.
-
Verifies purchase orders upon receipt and informs Financial Services and Supply Management of any discrepancies.
-
Submits various electronic requests to IT Services and Facilities, and complete related follow-up.
-
Processes expense claims, travel requests, field trip requests, payment vouchers, and requests to invoice.
-
Designs and types forms and brochures for various events, conferences, and workshops.
-
Assists with student orientation, recruitment strategies, activities, and events.
-
Assists with the planning, coordination, implementation and tracking of all marketing strategies, promotional material, and activities of all program areas in the portfolio.
-
Provides support to the Program Advisory Committees by coordinating and attending meetings, and preparing and distributing minutes.
-
Prepares, transcribes, processes and distributes minutes for various department meetings.
-
Coordinates and supports the accreditation and review process.
-
Coordinates the distribution of the OCSB Unit Inventory laptops and completes subsequent tracking.
-
Assists with Advising student notifications by updating and sending items through Cyberimpact.
-
Maintains and updates program and staff information on College web pages.
- Instructional support services:
-
Assists with formatting exams, class handouts, correspondence, timetables, manuals, and handbooks as required.
-
Assists with the administration and coordination of Faculty and Vocational Instructor evaluations.
-
Checks and updates class cancellation and adjustment notifications.
-
In collaboration with the department chairs, updates course outline templates from Education Council revisions by coordinating final submissions, proof reading, formatting, and posting on website.
-
Coordinates and routes the Okanagan College Faculty Association Professional Development applications, including tracking fund allocations and reconciling expense claims between an internal tracking system and Finance.
-
Coordinates with support staff at other campuses.
-
Creates and edits Remark software and scanning station templates.
-
Scans mid-term and final exam papers and producing reports using Remark software with professors having the final authority.
-
Collection and recording of final exams for tracking and storage.
- Support of Executive Assistant and Operations and Portfolio Specialists:
-
Arranges travel and accommodations for Administrators and student competition groups.
-
Schedules appointments and updates Administrators’ calendars.
-
Plans and coordinates meetings and various portfolio events.
-
Coordinates and creates final exam preprints, drafts, and invigilation schedules for faculty members.
-
Reviews and tracks Vocational CD/PD requests and vacation requests by ensuring collective agreement requirements are met.
-
Creates and updated enrollment reports.
-
Assists with the coordination and set up of interviews.
-
Assists with new employee set up in required college systems.
-
Assists with routing and processing of transfer and exchange agreements overseen by the portfolio.
-
Coordinates and maintains a process for special purpose funded events including all aspects of both payables and receivables.
-
Analyzes budget reports as required.
-
Performs other related duties as required.
Education and Experience
Completion of Grade 12 or equivalent plus up to and including one year related post-secondary training (i.e. Office Administration). Minimum 2 years of related experience is required.
Skills and Abilities
-
Well-developed interpersonal, written, and oral communication skills.
-
Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment.
-
Excellent research skills with the ability to synthesize data/information and develop/deliver findings and recommendations.
-
Excellent customer service skills with the ability to work in a very busy environment that has complex and sensitive situations and is able to handle sensitive issues with tact and diplomacy.
-
Ability to prioritize, be adaptable and flexible while managing a high work volume and competing priorities to meet strict deadlines.
-
Ability to learn new skills as new activities are undertaken and changes in technology occur.
-
Superior attention to detail and accuracy.
-
Competent to take minutes for meetings.
-
Demonstrated initiative and creative problem-solver.
-
Competence and proficiency in the use of computer systems and software including Microsoft Office (Word, Excel, PowerPoint, and Outlook), Drupal, Adobe Professional, and internet.
Preferred Qualifications
Desired Start Date
09/15/2025
Position End Date (if temporary)
03/31/2026
Schedule
Monday to Friday, 8:00 a.m. to 4:00 p.m. OR 8:30 a.m. to 4:30 p.m. during the academic semesters and 8:00 a.m. to 4:00 p.m. during the summer semester. Occasional morning and evening work required.
Annual Salary/Hourly Rate
$52,343 to $59,732 annually
Appointment Type
Support - Non-Regular Full-time
Special Instructions to Applicants
Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates.
Employee Group
Support
Posting Detail Information
Competition Number
C003190
Number of Vacancies
1
Posting Open Date
08/14/2025
Posting Closing Date
08/24/2025
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.
About the role
Position Information
Position Number
S01040
Position Title
Program Assistant
Division/Portfolio
School of Business
Department/Program
Portfolio Dean's Office (P2)
Location
Kelowna
Other Flexible Work Options
Your Opportunity
Under the general supervision of the Administrative Coordinator, School of Business (OCSB), provides reception, clerical support services and assistance to the Dean, Administrative Coordinator, Associate Deans, Instructors and other support staff for the portfolio to ensure effective and efficient operations and performs other related duties as required.
Functions and Duties
- Administrative support to the OCSB Office:
-
Responds to inquiries regarding OCSB programs and directing inquiries to the appropriate person or department.
-
Takes messages and answers queries from instructors, students, other College personnel, and the general public in-person or by telephone.
-
Relays messages to students.
-
Maintains files, records, manuals, internal and external directories.
-
Sorts and distributes incoming and outgoing mail.
-
Monitors and maintains photocopiers and calls for service when necessary.
-
Purchases supplies and maintains inventories for faculty, instructors, and staff at all centers.
-
Verifies purchase orders upon receipt and informs Financial Services and Supply Management of any discrepancies.
-
Submits various electronic requests to IT Services and Facilities, and complete related follow-up.
-
Processes expense claims, travel requests, field trip requests, payment vouchers, and requests to invoice.
-
Designs and types forms and brochures for various events, conferences, and workshops.
-
Assists with student orientation, recruitment strategies, activities, and events.
-
Assists with the planning, coordination, implementation and tracking of all marketing strategies, promotional material, and activities of all program areas in the portfolio.
-
Provides support to the Program Advisory Committees by coordinating and attending meetings, and preparing and distributing minutes.
-
Prepares, transcribes, processes and distributes minutes for various department meetings.
-
Coordinates and supports the accreditation and review process.
-
Coordinates the distribution of the OCSB Unit Inventory laptops and completes subsequent tracking.
-
Assists with Advising student notifications by updating and sending items through Cyberimpact.
-
Maintains and updates program and staff information on College web pages.
- Instructional support services:
-
Assists with formatting exams, class handouts, correspondence, timetables, manuals, and handbooks as required.
-
Assists with the administration and coordination of Faculty and Vocational Instructor evaluations.
-
Checks and updates class cancellation and adjustment notifications.
-
In collaboration with the department chairs, updates course outline templates from Education Council revisions by coordinating final submissions, proof reading, formatting, and posting on website.
-
Coordinates and routes the Okanagan College Faculty Association Professional Development applications, including tracking fund allocations and reconciling expense claims between an internal tracking system and Finance.
-
Coordinates with support staff at other campuses.
-
Creates and edits Remark software and scanning station templates.
-
Scans mid-term and final exam papers and producing reports using Remark software with professors having the final authority.
-
Collection and recording of final exams for tracking and storage.
- Support of Executive Assistant and Operations and Portfolio Specialists:
-
Arranges travel and accommodations for Administrators and student competition groups.
-
Schedules appointments and updates Administrators’ calendars.
-
Plans and coordinates meetings and various portfolio events.
-
Coordinates and creates final exam preprints, drafts, and invigilation schedules for faculty members.
-
Reviews and tracks Vocational CD/PD requests and vacation requests by ensuring collective agreement requirements are met.
-
Creates and updated enrollment reports.
-
Assists with the coordination and set up of interviews.
-
Assists with new employee set up in required college systems.
-
Assists with routing and processing of transfer and exchange agreements overseen by the portfolio.
-
Coordinates and maintains a process for special purpose funded events including all aspects of both payables and receivables.
-
Analyzes budget reports as required.
-
Performs other related duties as required.
Education and Experience
Completion of Grade 12 or equivalent plus up to and including one year related post-secondary training (i.e. Office Administration). Minimum 2 years of related experience is required.
Skills and Abilities
-
Well-developed interpersonal, written, and oral communication skills.
-
Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment.
-
Excellent research skills with the ability to synthesize data/information and develop/deliver findings and recommendations.
-
Excellent customer service skills with the ability to work in a very busy environment that has complex and sensitive situations and is able to handle sensitive issues with tact and diplomacy.
-
Ability to prioritize, be adaptable and flexible while managing a high work volume and competing priorities to meet strict deadlines.
-
Ability to learn new skills as new activities are undertaken and changes in technology occur.
-
Superior attention to detail and accuracy.
-
Competent to take minutes for meetings.
-
Demonstrated initiative and creative problem-solver.
-
Competence and proficiency in the use of computer systems and software including Microsoft Office (Word, Excel, PowerPoint, and Outlook), Drupal, Adobe Professional, and internet.
Preferred Qualifications
Desired Start Date
09/15/2025
Position End Date (if temporary)
03/31/2026
Schedule
Monday to Friday, 8:00 a.m. to 4:00 p.m. OR 8:30 a.m. to 4:30 p.m. during the academic semesters and 8:00 a.m. to 4:00 p.m. during the summer semester. Occasional morning and evening work required.
Annual Salary/Hourly Rate
$52,343 to $59,732 annually
Appointment Type
Support - Non-Regular Full-time
Special Instructions to Applicants
Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates.
Employee Group
Support
Posting Detail Information
Competition Number
C003190
Number of Vacancies
1
Posting Open Date
08/14/2025
Posting Closing Date
08/24/2025
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.