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Outreach Office Supervisor Jobs
Company | The University of British Columbia |
Address | Greater Vancouver Metropolitan Area, Canada |
Employment type | FULL_TIME |
Salary | |
Category | Higher Education |
Expires | 2023-08-17 |
Posted at | 9 months ago |
Staff - Union
- Registration software system management and troubleshooting
- Creating and implementing policies and manuals for effective office operations
- Financial analysis and forecasting
- Overseeing all customer service / reception and front desk functions
- Active Kids and BodyWorks course registration, maintenance, and confirmations
- Front desk staff hiring, training, scheduling, as well as class instructor and volunteer coordination support
- Developing promotional materials for programs and regular website updates
- Processing payments and invoices
- Admin support for courses, events, workshops, and meetings
- Maintains, updates, and operates the Xplor registration software system which handles all revenues and client information for Outreach Programs
- Assists with facility operational support including mail services
- Provides clerical assistance, as required, for School of Kinesiology Faculty members housed at the Osborne Centre
- Designs, develops, and updates all office training and policy manuals
- Creates and sends monthly program e-newsletters
- Creates and sends bi-weekly instructor update e-newsletters
- Active Kids volunteer program coordination support including recruitment, event organization, onboarding, scheduling, manuals, and follow up admin support
- Performs needs assessments, makes recommendations and implements all office workflows and processes
- Generates Workday system reports for tracking staff hours
- Performs other duties related to the qualifications and requirements of the job
- Collaborates and meets regularly with program managers and coordinators and instructors; receives daily and weekly associated task assignments and is responsible for their successful prioritization and timely completion
- Generates system reports including GL / revenue reports, daily and monthly cash reconciliation reports, exporting daily averages and allocations
- Trains, mentors / supervises, and creates work schedules for part-time office student staff including onboarding / orientation and departing procedures
- Processes payments for course registrations, memberships, partner invoices, private lessons, and facility rentals
- Responsible for maintaining regular website updates including content, layout, and communications
- Reconciles revenue on a daily and monthly basis
- Ensures that the registration office is PCI compliant, and completes the required tasks and documentation to certify this on a regular basis
- Designs and develops course brochures, posters, and other marketing and promotional materials and documents
- Coordination and promotion of special events for Active Kids, such as Kids Fit and Tough Toddler
- Provides training, recommendations and coordinates all Xplor system updates and complex trouble shooting and problem solving for Xplor
- Creates and submits work learn funding applications
- Provides course statistical information required in decision making
- Orders supplies for effective operations of the registration office
- Oversees the "first point of contact" team and reception services for Active Kids, Bodyworks, and the Osborne Center and acts as a representative of the School and Outreach program
- Maintains and updates office staff job descriptions
- Provides leadership and models an inclusive, positive, productive, and equitable working environment
- Prepares class lists, course binder creation, scanning of important documents, creating surveys, receiving and filing new staff paperwork
- Creates course registration system reports that can be used to track program variables
- Creates reports related to course registration based services, POS item sales, client account info, discounts, facility bookings, email distributions, outstanding balances, waiver and class lists organization, facility rental payments, among others
- Responds to and independently addresses complex telephone, written, in-person and email inquiries
- Approves payroll for a large part time staff team
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
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