Continuing Studies Systems Specialist

Position Information

Position Number: P01419

Position Title: Continuing Studies Systems Specialist

Division/Portfolio: Continuing Studies and Corporate Training

Department/Program: C/S Administration

Location: Kelowna

Your Opportunity: Under the direct supervision of the Operations and Administrative Coordinator, the Continuing Studies Systems Specialist is responsible for leading the Team in effective admission and registration processes related to the Destiny One system, maximizing team functional efficiencies, and providing and promoting excellent client service. This position will analyze current procedures, streamline processes, and propose and implement practices related to student information systems, registration, and records within the broader context of College policies. The incumbent regularly tests, troubleshoots and consults with clients in the use and application of critical business systems, making recommendations, decisions and implementing changes to business process and/or systems as required. Writing, compiling and maintaining a library of business process procedures for all staff is a key component of the position. The Continuing Studies Systems Specialist is expected to be innovative in the use of technology, process improvements and communications, and act as the first point of contact for guidance for Destiny One. The position will also support the Continuing Studies Management Team with overall information management.

Functions and Duties:

1. Coordinates the efforts of the Team related to Destiny One, fostering a team approach, ensuring efficient and consistent employment of application and registration processes in Destiny One, and overall excellence in customer service.
2. Provides oversight to the Team related to the Destiny One registration system by:
   
   • Acting as the first point of contact and providing guidance and resolution;
   • Prioritizing and identifying new opportunities for system on a daily basis;
   • Maintaining standards for data integrity with all other users aligned with Banner and other system requirements;
   • Addressing and resolving day-to-day work problems;
   • Maintaining accountability for Accounts Receivable.
3. Develops, maintains and documents procedures, processes, and student information tools related to Destiny One in alignment with College policy and procedures; uses data to analyze current systems and processes, proposes and tests efficiency improvements, implements solutions in consultation with the CS Management Team.
4. Reviews current student information systems, specifically Destiny One and provides recommendations for improvements; works with Manager, Operations, CS Management Team, IT Services, Trades, College Relations, Registrar's Office and Scheduling to coordinate efforts in this area.
5. Leads the coordination and implementation of effective and efficient strategies to deliver information to students, prospective students, applicants and other appropriate stakeholders using the Destiny One system; creates and maintains outgoing student communication templates, including registration (letters, emails, Destiny One notifications, CRM notifications).
6. Coordinates the development of staff training materials and provides training and orientation to support staff using Destiny One; provides recommendations for team training.
7. Supports CS Admin and Operations Coordinator and Management Team with human resources-related tasks, tools and systems, including processing of staffing actions including providing user access, and coordinating information to support staffing-related procedures.
8. Responds promptly and accurately to inquiries, concerns and requests about programs, applications, registration, and services, including making appropriate referrals to internal college community, external partners and resources, as required.
9. Provides detailed policy, admissions, and registration information for CS related to the Destiny One system, advises applicants and students on Continuing Studies-specific requirements.
10. Works collaboratively with external and government agencies and Okanagan College departments to assist students in accessing available student supports.
11. Assesses and processes registrations, reviews supporting documentation and ensures paperwork is complete.
12. Maintains course catalogue data in Destiny One, including documentation on standard operating procedures for data entry, auditing of data, and recommendations on improvement methods.
13. Assists students and other campus and centre staff through the process of registration for course sections while ensuring adherence to all College policies.
14. Compiles data for, prepares, analyzes and distributes official Okanagan College documents and reports such as class lists, student course schedules, final grade sheets, verification of enrolments, financial reports, and enrolment statistics in the Destiny One system.
15. Accepts and records payments related to course fees and other similar payments; reconciles a weekly statement of financial transactions and monthly payment deferrals.
16. Liaises with internal and external stakeholders such as Trades, Financial Services, Financial Aid and Awards, Registrar's Office, and third-party sponsors to coordinate enrolment, admissions, payment, transfers, and information system coordination.
17. Prepares, analyzes, and makes recommendations on internal reports from student information systems, including enrolment, information on equity-seeking groups and other data.
18. Other duties as assigned.

Education and Experience: Graduation from a two-year post-secondary diploma in Office Administration or equivalent. A minimum of four years' experience in office administration, with a minimum of two years' experience using student information systems such as Destiny One, Banner, Argos and other database systems for student records and registration. Experience with HTML, data analysis, and official document preparation an asset. Demonstrated success with progressively more complex tasks and responsibility within a team is also an asset.

Skills and Abilities:

• Excellent organizational and time management skills
• Excellent written and oral communication skills
• Ability to multi-task, organize, prioritize and maintain accurate records
• Ability to communicate effectively with staff, students, and the public
• Ability to maintain interpersonal relationships and exercise courtesy, tact and discretion
• Ability to maintain confidentiality and deal effectively with the needs of faculty and students
• Proven ability to manage workload effectively and support overall team effectiveness
• Proficiency in developing and evaluating procedures
• Critical thinking and problem solving skills
• Technical aptitude to work with complex information systems
• Aptitude for contributing to the design of and working with new systems and software
• Sufficient confidence and competence with systems to provide recommendations for improvement
• Research skills with the ability to analyze and synthesize data, deliver findings and recommendatio.