GROUP 7 - RECEPTIONIST/SECRETARY - CONTINUING EDUCATION (External)

GROUP 7 - RECEPTIONIST/SECRETARY - CONTINUING EDUCATION - PICKERING (EXTERNAL)

Job Summary

Provide receptionist support to Durham Continuing Education at the Pickering location - provide information, register students; input and maintain registration information on databases and applications, create and provide reports, and provide secretarial support to the office.

Primary assignment is the DCE Pickering location however during the summer, and occasionally throughout the school year, the location assignment may be the DCE Oshawa location based on program needs.

Responsibilities

• Reception
• Act as initial contact for all visitors and clients to the Durham Continuing Education - Language Training Programs - Pickering
• Maintain an up-to-date knowledge of all DCE on-site, off-site and remote programs, activities and special events;
• Represent Durham Continuing Education in a positive and encouraging manner to visitors and clients; redirect phone and walk-in visitors to the appropriate department or person;
• Respond to inquiries and provide information on and registration for programs offered at Durham Continuing Education;
• Book appointments for ESL and LINC assessments, guidance, etc.
• Student Registration
• Process registration forms, immigration documentation, LINC/ESL students (and subsequent CNC participants), and maintain student files;
• Enter and maintain all student information into the language programs registration system (HARTs) and other required databases for language programs offered including ESL, LINC and CNC programs;
• Assign and maintain computer ID codes to new and existing students;
• Register students to appropriate classes based on language level, as determined by testing and in consultation with the program Supervisor;
• Under direction of program Supervisor, review immigration documentation to determine status; respond to out-of-country requests for information on eligibility of international students;
• Request acceptance letters from program Supervisor for international students for immigration purposes; verify immigration status with MLITSD/IRCC.
• Automated Reservation System (HARTS)
• Organize and maintain LINC and ESL classes by student level;
• Update DCE LINC/ESL student progressions and benchmark changes;
• Manage class waitlists and HARTS to ensure maximum number of students in each class;
• Prepare monthly reports detailing student progress, attendance, etc. through iCare for submission to IRCC and MLITSD to ensure compliance with all LINC and ESL programs;
• Report all class attendance and enrollment as required
• Student Attendance/Ontario Works
• Prepare monthly spreadsheet to report student attendance to Ontario Works;
• Request payments, if applicable, directly from Ontario Works for student material fees;
• Generate student registration/attendance letters.
• Provide Secretarial Support
• Assist ESL/LINC/CNC Program Supervisor and instructors as required;
• Maintain facility key distribution (issue to LINC/ESL/CNC staff at beginning of school year and collect at end of school year);
• Maintain ordering system and organize inventory for ESL/LINC/CNC training and office supplies;
• Prepare purchase requisitions, ensure delivery of items, forward packing slips to Administrative Assistant;
• Provide support for class trips, including bus arrangements, distribute approved trip forms to instructors, ensure receipt of completed permission forms from students, emergency contacts;
• Coordinate information, documents, equipment and arrangements required for graduation;
• Perform other duties as assigned by Principal and/or Supervisor, DCE Non-credit Programs
  
  

Equipment Used

• Computer/printer, Chromebooks, calculator, photocopier, digital projectors, telephone
  
  

Qualifications

• Ontario Secondary School Diploma with an emphasis in job related areas of study and up to one-year related employment experience; and / or an equivalent combination of formal education and related employment experience.
• Strong organizational skills and ability to problem-solve and work independently
• Access to own transportation for travel between sites;
• Proficiency in MS Excel, MS Word, MS Access, MS Office Suite, MS Teams, HARTs, iCare, MS OneDrive, Google Apps, Google Drive, and computer keyboarding skills.
  
  

PLEASE NOTE: This is a 35 hour per week, 12-month, permanent position.

Equity and Inclusion

The Durham District School Board recognizes Indigenous rights are distinct. In the exercise of those rights, Indigenous staff and students shall not be subjected to actions with the aim or effect of depriving these distinct rights.

The DDSB is dedicated to creating a welcoming and inclusive environment for all. We are committed to reflecting the diverse communities we serve and encourage applications from candidates who bring a variety of experiences and backgrounds. We adhere to fair, transparent hiring practices and are committed to equity and accessibility throughout the recruitment process. If you need accommodation during the application process, please let us know, and we will work with you to meet your needs.

Ignite Your Career

At the Durham District School Board (DDSB), we inspire the lives of over 80,000 students. Our diverse communities are places where your impact will be felt every day.

Picture yourself in a workplace where your ideas are celebrated, and your growth is a top priority. Here, collaboration and innovation thrive. Whether you're directly inspiring young minds or providing essential support behind the scenes, your contributions will have a meaningful impact on students and the community.

We welcome you to bring your experiences, your passions, and your talents to our inclusive community. Join us and be part of a team that values your well-being as much as your contributions. Ignite your potential at DDSB and help us make a difference, one student at a time.