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Student Services Access Clerk

Barrie, ON
Full Time
Department: Student Success and Learning Services
Campus: Midland
Classification: Support Staff
Posting Date: September 27, 2022
Salary Range: $ 24.38 (start rate) - $ 28.24 (4-year rate) under review
Hours per week: 35 hours per week
Status: Full-Time

Located in Midland and reporting to the Operations Manager of Accessibility and Well-Being, the incumbent supports the daily operations of the Library and Student Services primarily to the Midland campus, including delivering library services to students and faculty, discharging materials, collecting fines, renewing materials, monitoring the condition of the collection, and processing requested materials. In addition, the incumbent will be responsible for providing reception, information and referral services to clients for the Student Services/Library at the Midland campus. They will be receiving test requests, scheduling, administering and invigilating internal and external testing services, which may include coordinating with other institutions during non-business hours. Specific duties include, but are not limited to:

Testing Services:
  • Providing testing services on the Midland campus and supporting testing services on other campuses as required
  • Providing testing and invigilation for students with accommodations, missed/make-up and admissions testing. This includes booking test seats, providing test instructions and proctoring online or in-person, as required
  • Recording testing payments, scheduling additional rooms, adaptive technology and corresponding with students/faculty as needed
  • Assisting with the coordination of test requests from other post-secondary institutions and outside agencies, as well as proctoring these tests during non-business hours. This may include providing information/instructions, securing space, arranging proctors and Campus Safety Services (if needed)
  • Ensuring tests are secured and delivered to the appropriate faculty or external designated contact in a timely manner

Library Services:
  • Providing library services to customers on the Midland campus. Services include, discharging and renewing library materials, collecting fines and fees, and processing requested materials
  • Supporting printing, photocopying and scanning, troubleshooting issues, and referring customers to Printing Services or IT, as appropriate
  • Responding to inquiries and basic reference questions in person, by phone and email, referring, as appropriate, to a Library Technician or Librarian for advanced Research Help support
  • Assisting with the maintenance of the library collections by ensuring materials are shelved correctly, secured, and materials requiring repair are forwarded to Technical Services

Reception and Information:
  • Overseeing daily opening and closing of the library and student services area
  • Acting as the initial point of contact for students and clients accessing the library and student success services on the Midland campus
  • Receiving and responding to email, telephone, online and in-person inquiries
  • Providing general information and resources regarding the department and College services. Assists students with access to information in the department with electronic and print resources, reference material, directions and guidance related to accessing services
  • Responding and redirecting inquiries to other college services and facilities
  • Greeting students and conducting preliminary discussion regarding needs, which determines the appropriate service required
  • If a student arrives in crisis or distress with or without a scheduled appointment, assesses the level of urgency and triage the situation in a timely and effective manner and refers to other internal areas/supports as needed
  • Upon initial intake, confirms the student's identity and provides any preliminary student forms for completion, as needed
  • Scheduling appointments using the department's electronic case management system. The incumbent is also required to follow-up with students for appointment changes or reminders and book recurring appointments as necessary
  • Facilitating as required, registrations for groups, workshops and intake/information sessions and monitors the registration process

Administrative Support:
  • Providing general clerical support, which may include filing, faxing, photocopying, mail distribution, scheduling offices for assessments, creating and monitoring registration for groups/workshops/intake sessions, scanning and uploading documents and personal health information of clients into and files into the electronic case management system, or participating in various group projects etc.
  • Assisting in maintaining / ordering office supplies

All Other Duties as Required:
  • Including but not limited to assisting with the co-ordination of department/campus marketing events (i.e. Orientation, HeadStart, Open Houses)
  • Reviewing the student success website, portals and print information to ensure it is accurate and current

  • Successful completion of a 1 year post secondary certificate in Office Administration or related field
  • Two years of experience providing administrative support and / or customer services within a library, administrative, or educational setting
  • Ability to provide information and direction to clients with good judgment and diplomacy
  • Demonstrated ability to address crisis situations, or clients in distress, in a frontline reception role
  • Experience working with individuals who are looking for services and programs to assist them, preferably a diverse student body in a postsecondary environment
  • Conflict resolution, problem solving, customer service and communication skills
  • Organizational, time management, planning and coordination skills with the proven ability to deal with numerous demands and determine priorities while attending to frequent interruptions
  • Working knowledge of the Freedom of Information and Privacy Act and Personal Health Information Privacy Act with the ability to maintain confidentiality when receiving requests to release information or handling student documentation
  • Demonstrated knowledge of Human Rights Legislation and the Ontarians with Disabilities Act
  • Ability to work independently as well as within the customer service team
  • Ability to work non-traditional hours
  • Experience using the Microsoft Office Suite (Word, PowerPoint, Outlook)
  • Experience using a case management software (Clockwork), Student Information systems (Banner), Learning Management Systems (Blackboard) and / or adaptive software would be considered assets

Georgian College supports diversity, equity and a workplace free from harassment and discrimination and is committed to an inclusive, barrier-free environment. We invite applications from all qualified candidates and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to persons of Indigenous ancestry, racialized persons, persons with disabilities, women and members of the 2SLGBTQ community. If you are contacted to participate in the interview, please advise the coordinator of any accommodations needed with respect to any materials or processes used to ensure you have access to a fair and equitable process.

Alternate formats will be provided upon request throughout the recruitment and selection process.

Applications for this position must be received by 11:59 p.m. on October 3, 2022. While we thank all applicants, only those contacted for an interview will be acknowledged.
Maintenance and Technicians