Systems Support Coordinator

### 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 of 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:

a. Acting as the first point of contact and providing guidance and resolution;

b. Prioritizes and identifies new opportunities for system on a daily basis;

c. Maintains standards for data integrity with all other users aligned with Banner and other system requirements

d. Addresses and resolves day-to-day work problems;

e. Maintains 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 Operations and Administrative Coordinator, 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 recommendations

Demonstrated leadership in effective work practices, both independently and as part of a team

Advanced level and proficiency in Microsoft Office

### Our Values

Students first: Creating meaningful life-long educational opportunities of the highest quality for alumni, current, and future students is at the heart of everything we do.

Community: We are one College. We enthusiastically embrace the opportunity to work with, learn from, and support everyone we encounter collaboratively and collegially.

Respect: We welcome, embrace, and celebrate that which make us unique in creating an environment in which every individual is valued, affirming our commitment to human dignity for all.

Courage: We are courageous in our actions in areas that contribute to positive change in our communities and beyond. We have the courage to be vulnerable. We are truthful, sincere, and act ethically with honesty and fairness.

Relationships: We steward meaningful relationships built on a foundation of reciprocity. We are compassionate, empathic, and care for the holistic well-being of students, employees, community members, and the land.

Distinction: We choose activities in which we can achieve excellence and positively impact society.