Trades Client Services Assistant - ACTION Project
Okanagan · Kelowna, BC · onsite
When you join Okanagan College, you’re joining a team that’s transforming lives and communities.
Every course you create, every student you support and every connection you build, it all matters.
Be a part of a vibrant campus community, where the work you do every day truly makes a difference.
Desired Start Date: December 7, 2026
Position End Date: March 31, 2028
Salary range: $55,947 - $63,827
Bargaining unit: BCGEU Support
Classification: Support Services Assistant II
Type of appointment: Regular Full-time
Schedule: Schedule would be Monday to Friday and not exceed 35 hours per week. Final schedule determined upon hiring.
Posting Closing Date: November 5, 2026
Special Instructions to Applicants:
Please note: this position is externally funded and is subject to operational needs and is based on the length of the specific contract and whether such contract is renewed. Employees who are hired for externally funded positions are not entitled to bumping rights or severance as per the BCGEU Support Staff Collective Agreement (Letter of Understanding #10)
Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and People Services if they want a Union Observer during interviews and final selection of candidates.
Your Opportunity:
- Under the general supervision of the Manager, Trades Programs, and in collaboration with the Trades Program Coordinator, Action Project (“Project Coordinator), the Trades Client Services Assistant, Action Project (TCSA, AP), provides exceptional client service to the general public, applicants, prospective and current students and other stakeholders, on Trades admission and registration and Action Project supports, programs, events and activities. The TCSA, AP primarily provides support for the implementation and execution of the Apprenticeship Completion Training, Innovative Opportunities & Networking, including information sharing, registration, project monitoring, marketing and event support. The TCSA, AP also supports the Trades Enrollment and Program Administrator teams with admissions and event related tasks.
Functions and Duties:
- Interacts with clients and provides general information on Trades & Apprenticeship and Action Project programs, supports and events by telephone, electronically and in-person; responds promptly and accurately to inquiries, concerns, and requests, including directing requests and unresolved issues to appropriate individuals or departments.
- Works collaboratively with other Portfolios, institutions, organizations, and service providers to recruit eligible participants to access Project supports, events and activities.
- In collaboration with the Project Coordinator, plans and implements the marketing and promotion of Project programs, supports, events and activities, including developing and distributing promotional materials, conducting telephone or email campaigns, compiling lists of potential participants, updating the Project website.
- In collaboration with the Project Coordinator, plans and implements the delivery of a variety of Project events within the Interior region, including developing materials, promoting, and facilitating registration, and attending, where required.
- Assists the Project Coordinator with the organization and implementation of online mentor platform and resources, as outlined in the contract activity, including liaising with both internal and external stakeholders, distributing information to Project partners, apprentices, troubleshooting issues as they arise, and tracking mentorship statistics and program completion rates.
- Helps maintain a detailed database for recording and tracking confidential Project participant information, and cross references to existing internal student information and registration systems (Banner, TIMs), including enrolment, transition to apprenticeship, information on key groups and maintains statistical data for internal and external reporting.
- Communicates with female apprentices, pre-apprentices and mentors to share information on the Project and apprenticeship processes, including admissions, technical training, sponsorship, mentorship and the SkilledTradesBC Direct Access system; provides information about the ACTION Project to OC Trades Foundation and Apprenticeship classes.
- Makes appropriate referrals to the internal college community, external partners, agencies and applicable online resources for matters as required.
- Provides detailed policy, admissions, eligibility and registration information for Trades & Apprenticeship and Project programs, supports and events.
- Works collaboratively with government agencies (e.g. WorkBC, SkilledTradesBC, ESDC) to assist students with grants, loans, employment insurance and other financial incentives, including those offered through the Project.
- Assesses and processes applications and determines program admissibility or support eligibility; reviews supporting documentation and ensures paperwork is complete before forwarding to the Registrar’s Office or to the Program Coordinator, Action Project, as required.
- Assists students through the process of admission and registration for course sections or Project events, programs, supports or activities while ensuring adherence to all College admission policies and Project requirements, while encouraging applicants and students to be responsible for realizing their own education and career options.
- Where payment or reimbursement to participants is required, reviews supporting documentation and ensures paperwork is complete before processing payment vouchers using an internal reporting system (Etrieve). Works with Accounts Payable to correct any transaction discrepancies.
- Maintains application lists for high demand, limited enrolment, ranked and multiple intake programs; creates and maintains program and events waitlists and activates applicants from waitlists.
- Verifies and updates the details of student academic records in the student information systems, and SkilledTradesBC online system (e.g. grades, withdrawals and other standings) for Apprenticeship and Foundation Programs.
- Prepares, prints and distributes official Okanagan College documents and reports such as class or participant lists, student course schedules, final grade sheets, unofficial transcripts and verification of enrolments in the Trades Information Management System (TIMS) database.
- Accepts and records payments related to application and course fees and other similar payments; reconciles a daily statement of financial transactions.
- Liaises with various internal and external stakeholders such as Financial Services for scholarships, bursaries and returned cheques, Financial Aid & Awards for student loans and funding, and third-party sponsors for dual credit contacts to coordinate enrolment, admissions, payment including refunds and transfers.
- Sources internal and external event space and/or equipment; arrange for food and beverages for Project or other Trades & Apprenticeship events.
- Coordinates and books travel, accommodation, pay registration fees and complete travel expense forms for students, apprentices, staff and mentors attending Project related programs, conferences or events.
- Performs other duties as assigned
Education and Experience:
- Graduation from a two-year post-secondary diploma in Office Administration or a related area. A minimum of three years’ experience in office administration required; previous experience in event and/or networking and/or marketing support and post-secondary admissions or registration preferred.
Skills and Abilities:
- Effective conflict resolution skills and ability to resolve sensitive issues
- Excellent computer skills with proficiency using Microsoft Office (Word, Excel, and Outlook)
- Working knowledge and experience with student record systems including the ability to generate and analyze complex database reports
- Aptitude for learning and working with new