Administrative & Financial Assistant, Office of Global Engagement

Position Summary

Working under the direction of the Executive Director, Strategic Business and International Development, Office of Global Engagement, the Administrative & Financial Assistant (AFA) provides a high level of service to students, staff, faculty and the general public as the first point of contact for the Office of Global Engagement. The AFA ensures the efficient processing of financial transactions for international students, representatives and vendors. The position provides administrative support to the Office of Global Engagement (OGE) while functioning in a dynamic and diverse cultural context.

The AFA position supports the College’s internationalization strategy and is committed to supporting sustainability, equity, diversity and inclusion at NIC. The AFA is aware of the Mission and Values of North Island College, incorporating and practicing the values in everything they do. Position Competencies - Job Knowledge
- Judgment
- Teamwork
- Planning & Organization
- Customer Service Excellence
- Communication & Interpersonal Skills Duties & Responsibilities FINANCIAL RESPONSIBILITIES

• Maintains, processes and reports on financial related services for OGE including (but not limited to) incoming international student payments, refunds, arrears, forfeitures and credit balances in collaboration with key NIC departments, including Finance, Student Records and Student Services.
• Requests charges for private medical insurance are added to student accounts timely and accurately.
• Reviews invoices for payment for private medical insurance to ensure accuracy and accumulated credit balances are taken into account when processing requests for payment.
• Communicates refund policy for no show students and initiates forfeiture process where necessary.
• Communicates with study permit denied and exceptional circumstance refund students, requesting required documentation and initiating refund process.
• Responsible for the invoices, processing and reporting on financial related services for OGE including (but not limited to) vendor payments, refunds, agent commissions, OGE contractor salaries and expense claims and invoice tracking in collaboration with key NIC departments including Finance, Student Records, and Student Services.
• Responsible for setting up and managing vendor and student profiles and following up on payments through PayMyTuition
• Proactively collaborating with staff and managers to address and problem-solve complex issues related to finance.
• Develop and monitor financial processes in collaboration with MISS for student-related financial matters and Manager of International Enrolment and Recruitment (MIEAR) for vendor, recruitment partners and contractor-related financial matters.

ADMINISTRATIVE RESPONSIBILITIES

• Provides first point of contact for in-person, telephone and online communication with students and prospective applicants. The communication includes general information about application and admissions processes, NIC programs, admission requirements, study permits, medical insurance, tuition fees and NIC’s communities. Refers inquiries to the appropriate departments as needed.
• Maintains regular contact with authorized recruitment partners and international students to monitor and track arriving student visa statuses in Ellucian Colleague.
• Communicates and tracks official document submission for newly arriving international students and locks student accounts for students who do not report. Responds to late arrival requests with coordination of MISS.
• Communicates early arrival medical insurance information, mandatory private medical insurance and required enrolment in Medical Service Plan of BC.
• Prepares and submits enrolments for private medical insurance for all incoming international students and outgoing exchange students, ensuring accurate end dates and supports opts outs for students who qualify.
• Supports international students with coordinating reimbursement of medical expenses through the appropriate medical insurance provider.
• Completes the IRCC (Immigration, Refugees and Citizenship Canada) verification process for Letters of Acceptance in the required slated number of days.
• Organizes the purchase of food for the food security initiative supported by OGE and monitors/regulates usage.
• Processes and routes incoming and outgoing mail and correspondence, handling confidential documents and information in a discreet and professional manner.
• Schedules monthly OGE staff meetings and prepares the agenda
• Assists with OGE event planning (student orientation, inbound and outbound exchange, student engagement) as required.
• Represents the department at internal and external meetings as requested.
• Coordinates the organization of OGE storage areas; regularly reviewing contents of storage and arranges for disposal as required.
• Provides administrative support to MISS, including travel arrangements and orders supplies for OGE with authorization from MISS.
• Maintains knowledge of and adheres to current Freedom of Information and Protection of Privacy regulations, as well as other relevant college policies and procedures.
• Perform other related duties as assigned by the MISS.

Required Education & Experience

• Minimum two year post secondary diploma or two full years of Bachelor level study in business administration, public administration, communications or a related discipline relevant to the position Bachelor’s degree preferred.
• Minimum five (5) years demonstrated experience/course work in communications, business, administration and finance; preference related to experience in post-secondary education, international education or working with diverse cultural populations.

Required Knowledge Skills & Abilities

• Demonstrated excellent administrative skills including knowledge and expertise in office management and standard business processes.
• Excellent organization and time management skills with the ability to work independently and as a team to plan and prioritize tasks to meet deadlines during peak periods
• Demonstrated experience in dealing with and maintaining a high degree of confidentiality and sensitivity.
• Excellent written and oral communication skills, with the ability to pay close attention to detail.
• Strong interpersonal communication and customer service skills, as well as the ability and desire to work with people who come from diverse cultures and language groups.
• Must be able to operate independently and execute judgment that demonstrates initiative in order to revise process and develop solutions for current financial processes.
• Advanced proficiency in Microsoft Office suite (Word, PowerPoint, Excel) and Outlook 365 applications, including Teams and SharePoint and the ability to research on the Internet.
• Knowledge of Ellucian Colleague finance and student modules, and Perceptive Content (ImageNow).
• Knowledge of post-secondary educational operations, policies and procedures and the ability to research and acquire information from the appropriate source.
• Ability to speak and work in a language other than English an asset.