Reception And Intake Clerk

About Durham College
Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of the GTA’s Top 100 employers.
The college offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, justice, media, art and design.
With a focus on experiential learning, DC graduates are known for having the skills and knowledge employers need. More than 104,000 alumni represent the college, both locally and around the world.
Serving the Durham Region and Northumberland County communities for over 50 years, with campuses in Oshawa and Whitby, the college offers over 12,500 full-time post-secondary and apprenticeship students access to more than 145 full-time post-secondary programs – including four honours bachelor degrees and nine apprenticeship programs. Led by over 1,860 full- and part-time staff, DC has an estimated annual economic impact of more than $913 million on Durham Region.
Duties And Responsibilities
The Reception and Intake Clerk position supports the Access and Support Centre by providing students with information relating to documentation requirements and the ASC intake process. The incumbent will provide superb, friendly service to students and parents, create new student files, coordinate intake sessions, psycho-educational assessments (as recommended by Accessibility Coaches). The incumbent is knowledgeable and sensitive to the educational needs of students with exceptionalities; students who are struggling in addition to the policies of Durham College. The incumbent will represent Access and Support Centre in a professional manner.
Customer Service

• Provide referrals to students as appropriate.
• Follow-up with registered students on behalf of the centre as needed.
• Respect confidentiality of student information (verbal and written).
• Schedule appointments for students to meet with department staff.
• Respond appropriately and with sensitivity to in-person, email and telephone inquiries regarding services.
• Respond appropriately to students or parents in distress.

Clerical Support

• Ensure office supplies and equipment are tracked and replaced as needed.
• Receive and sort mail for the department.
• Provide support to Deaf and Hard of Hearing through invoicing and booking of interpreters
• Oversee the proper disposal of highly sensitive/confidential student records in accordance with the ASC’s record archiving plan.
• Provide photocopies and collate as required.
• Maintain correspondence, distribute and receive student intake forms, create student files.
• Maintain filing system for office. Provide clerical support to department staff as required.
• Enter information into database and print off reports (utilizing Banner).
• Record and maintain attendance records for department staff.
• Track and reconcile MasterCard purchases
• Ensure the ASC reception area is welcoming and well maintained.
• Schedule, prepare agendas and record minutes of staff meetings.

Intake Co-ordination

• Ensure financial promissory notes, and BSWD applications are completed and processed and that payment to psychologists is secured
• Respond to in-person, phone and email inquiries from students/parents regarding services and the intake process in ASC office at Oshawa, or in the Student Success Centre at Whitby
• Liaise with students, financial aid, psychologists, Accessibility Coaches, and RARC in order to schedule assessments, follow-up appointments and payment.
• Facilitate the intake process by assisting eligible students with preliminary steps in securing documentation which may include communicating with high schools, liaising with Accessibility Coaches, reviewing intake forms and determining necessary action, establishing files, and providing proper referral

Other Duties As Assigned

• Assist with departmental projects and other duties as assigned
• Provide triage support to other internal and external services and resources as required
• Orientate work study students
• Represent ASC on campus committees and at other campus marketing events.

Qualifications

• Minimum of three (3) years office, reception and customer service experience in an academic environment.
• Two (2) year Diploma or equivalent in Office Administration
• Minimum of three (3) years working with and demonstrating understanding and sensitivity to individuals with various exceptionalities
• Mental Health First Aid, and ASIST training is preferred

Required Skills
Starting Rate: $26.47; Four Year Rate: $30.69
Required Experience
Hours: 35 hours per week (1) one hour lunch; Mon – Fri (8:00 am – 4:00 pm)
Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on June 6, 2023. Competition number SS23-66.