Administrative Coordinator - Jobs in Burnaby, BC

Job Description

BCIT’s School of Health Sciences is seeking a temporary, full-time (1.0 FTE) Administrative Coordinator.The Administrative Coordinator is responsible for the administration and operational activities that support the development and delivery of the Nursing Program. In consultation with the Student Affairs Committee develops and manages the student selection and enrollment process, advises current and prospective students, creates course information packages, creates and maintains databases, runs reports and keeps statistics for tracking students in the program. The Administrative Coordinator functions as an integral part of the program team, collaborates with coordinat0rs, faculty, and managers within and across School boundaries, and maintains Banner and OEMS systems for the full-time program and pan-time courses.Duties & ResponsibilitiesDUTIES & RESPONSIBILITIES:

• Liaises with Admissions, Student Records, Registrar’s Office, Registration and Information, Finance, and Warehouse to ensure students receive correct information, materials and charges; authorizes fee reversals and processes approved refunds and transfers. Problem-solves administrative and delivery issues for students within the guidelines of institute and School policies and procedures.
• Supervises 60% clerical position. Delegates and monitors duties and responsibilities.
• Acts as the key contact for applicants and prospective applicants. Maintains up-to-date knowledge of the Nursing program, policies, procedures and process systems. Advises applicants and students as required, by responding to written, telephone and in person course and program information inquiries.
• Meets with prospective students to review transcripts, explain selection process, give advice on how to prepare for the program, and provide information regarding prerequisite qualifications and upgrading availability. Assists students with course credit/exemption forms and approves transfer credits using on-line BCCAT transfer guide.
• Based on established criteria assesses applications to the Nursing Program. Reviews documents (e.g. transcripts/resumes), ranks and short lists candidates. Develops Level I applicant package and distributes to all short listed applicants. Assesses returned documents (e.g. checks references, grades letters of intent) and ensures files are complete. Facilitates and organizes the applicant group meeting. Selects students for Level 1 and establishes hold list. Instructs Admissions Officer to send appropriate letter of acceptance or non-acceptance. Delivers feedback to unsuccessful applicants, providing reasons why they were not selected to the class and providing options on ways to improve their applications.
• Monitors student selection and intake process. Establishes the procedure for gathering information from applicants implements the process and initiates changes as necessary.
• Manages Level 1 orientation session registration. Assigns Level 1 & 2 students to sets, PBL classes and clinical placements, Revises the information package for new students including schedules, textbook and supplies lists, and information regarding orientation.
• Coordinates direct entry applicants, including proctoring and grading of math and writing tests.
• Tracks and updates student information in BANNER system.
• In consultation with coordinators, interacts with students, hospital and health agency personnel regarding preceptorship placements.
• Maintains student and applicant files (e.g. developing forms, collecting confidential medical information and references).
• Advises students on course schedule and out-of-sequence course registrations.
• Facilitates and develops an orientation for all new faculty at the start of each term; includes a campus tours, computer support, and creating information handouts.
• Provides summer program coverage as required.
• Participates as an active member of school and program committees as appropriate.
• In consultation with the School of Health Sciences Marketing Coordinator, ensures program information on website is correct. Proofreads all promotional materials; supports marketing initiatives such as updating brochures, creates poster templates, maintains mailing lists, and assists with preparation of materials.
• Represents nursing program at BCIT information sessions.
• Completes Foreign Agency documents and LPN request forms for current and former students; records all requests, maintains an archive of past and current program information for completing Agency requests.
• Department contact for Computer Resources; troubleshoots department computer problems; processes staff network ID application forms.
• Inputs Part Time Studies course information, materials, and tutor schedules onto the DEMS system within deadlines.
• Ensures all information and course materials are received by the warehouse by deadline each term. Coordinates the distribution and assists in the organization of PTS course materials and supplementary information such as material checklists, tutor times, and fact sheets ensuring correctness and availability.
• Coordinates all activities related to writing PTS examinations; specifically, liaising with proctors, sending examinations; proctoring on-campus exams.
• Monitors enrollment of part-time courses and in consultation with coordinators, cancels offerings if necessary. Notifies students of these cancellations and advises on future offerings.
• Prepares and tracks program documents including cross charges and purchase requisitions.
• Processes all student evaluation documents at term end, ensuring cover sheets are complete.
• Prepares Graduate Summary and Summary of Hours for each student.
• Collects and distributes information as requested by Coordinators, Associate Deans and Managers.
• Maintains program petty cash fund.
• Schedules classes and meetings in nursing labs.
• Word-processes and distributes a variety of documents and correspondence.
• Coordinates and organizes ancillary services.
• Undertakes related duties as assigned consistent with the job grade of this position.

QualificationsQUALIFICATIONS:Definition: The qualifications section for this position was developed using the job evaluation plan. The qualifications represent the minimum qualifications required in the future and do not reflect the incumbent’s existing qualifications.Position Qualifications:

• Grade 12, plus 6 months fomalized training in office practices and business software applications.
• Two years’ general office experience plus one year’s experience in a position of similar responsibility preferably in an educational environment.
• Must have formal training and experience using Microsoft Office software.
• Accurate keyboard skills with 60 wpm and ability to take minutes.
• Must have excellent communication skills, written and verbal.
• Demonstrated ability to provide exceptional customer service including communicating with external clients.
• Demonstrated ability to organize and prioritize work, problem solve and work to tight deadlines.
• Ability to work both independently and as a team member.
• Must be self-motivated and self-directed with the ability to exercise sound judgment.
• Experience with BANNER, DEMS, Cognos and Access is required.
• Shift work may be required.

Additional InformationBenefits – Why you’d love working with us

• Competitive pay
• Minimum of fifteen days of vacation
• Competitive employer-paid extended health and dental plan – take a look at our benefit plans!
• Defined contribution pension plan with employer contributions
• Professional Development funds and resources
• Access to most BCIT PTS courses free of charge
• Wellness and Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, and more

Salary Range Salary Grade 8: $54,753 - $59,521 per annumAdditional Salary InformationExternal hires are initially placed at the minimum of the salary range with progression to the maximum. Salary prorated based on percentage and term of appointment.Position DetailsPosting Category AdministrationSchool/Service Area SOHS Nursing and HealthCampus Location Burnaby campusBargaining Unit BCGEU Support StaffJob Status TemporaryFull-Time/Part-Time Full-TimeNumber of Vacancies 1Anticipated Start Date 09/26/2022Anticipated End Date 03/31/2023Competition InformationCompetition Number 22B134Competition Open Date 09/03/2022Competition Close DateOpen Until Filled YesQuick Apply

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