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Administrative Coordinator - Student Services At College of New Caledonia

Location: Prince George, British Columbia

Job Description

Responsible for the on-going administrative and human resource coordination for the Student Services department.

Specific Duties

Under general direction of the Director Student Services, and in response to the support needs of the areas reporting to the Director Student Services, this position plays a key role in initiating effective and timely communications, and organizing the completion of administrative processes for internal and external stakeholders, while promoting a service excellence environment.
Administrative support duties:

  • Develop systems and provide general office support for the administrative office and student service areas in an often fast-paced, complex environment:
  • gather information and process various paperwork, including time sheet processing, employee scheduling reports as well as organize and track filing, mail, emails, photocopying and faxes, etc.;
  • manage daily schedules, meeting set up and coordination with individuals or groups, and organize and prepare agendas and take minutes;
  • in collaboration with admin support staff, produce and maintain procedures manuals and documents for departmental service areas, and required support for policy administration;
  • provide telephone and reception services, including daily support to the Centre for Student Success, or coverage to other departmental areas as required;
  • in collaboration with CSS Coordinator, provide testing service support at the Centre for Student Success, including internal and external testing, following the strict procedures and guidelines governing this area;
  • Coordinate a variety of communications, ensuring accuracy and professionalism:
  • Produce, edit and maintain information provided for the production of the CNC Calendar, divisional service area web pages, and related documents; as well as producing or editing documents used for registration or information for areas including Child Care, Residence;
  • Communicate with public and internally regarding student service areas; and respond to inquiries from staff and public during times of absence of the director;
  • Communicate confidential and/or urgent matters related to student issues with appropriate and key support areas of the College, for example facility services or security;
  • Communicate and maintain registration processes for the CNC Child Care Centre from May to August annually, and as required through the year;
  • Represent student services at ad hoc and/or formal committees;
  • Develop effective project and communication strategies and tools, and provide research and coordination for student service initiatives, including internet and phone research, summaries, collation and analysis of information, and other required reporting;
  • Adhere to college and legal requirements regarding the privacy and confidentiality of student information and records;
  • Provide administrative leadership for specific areas and initiatives as required:
  • Organize and assist with special events or workshops promoting services to students or to increase awareness and fund raise, such as for the interfaith chaplaincy or child care centre;
  • Coordinate information gathering for larger projects, such as web page transitions, or external testing contacts for on-line services, to create efficiencies and improved services to students;
  • Attend meetings as required, take and prepare notes, often of a complex nature, including weekly counselling and advising meetings, monthly student services area meetings, and appeals meetings;
  • Organize student Grade and Clinical Appeals, communicating with student, committee, coordinating all documents, checking out and checking in confidential documents, and file decisions with appropriate internal stakeholders;
    Human Resource Support
  • Process agreements to teach, personnel requisitions, coordinate interview panels and schedule interviews with candidates; arrange and follow through with start-up processes, including orientations as required;
  • Prepare all human resources paperwork between the department and the college, based on information provided by the Director. This includes working out vacation, professional development and prep time for faculty agreements, and using correct budget codes for personnel requisitions, as well as tracking timelines for the various terms of work.
  • Maintain records of staff vacation, professional development and prep time, schedules, and recording information in the employee scheduler and leave scheduler
  • Arrange for casual coverage for Student Central admin support team for times of vacation or illness;
  • You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners.
  • You will promote a positive work atmosphere by interacting and communicating in a professional manner that demonstrates mutual respect with students and colleagues

Technical & Financial Support

  • As the Clock Work database lead, coordinate and liaise with internal and external personnel, providing training to new staff, and troubleshooting prior to submitting service tickets;
  • Perform behind the scenes maintenance in the ClockWork database as required or requested by internal users;
  • As a test administrator for the Pearson Vue and a back up invigilator for the CNC Center for Student Success, maintain annual Certification with Pearson Vue, and strictly abide by the procedures of invigilating exams to maintain the integrity the test centre and protect the exam materials for our internal and external partners;
  • Preparation of: budget forecasts, tracking reports, and follow-up on budgets and financial paperwork for areas reporting to the Director, Student Services;
  • Compile and complete p-card reconciliations, petty cash requisitions, travel reimbursement forms, journal entries and cheque requisitions
  • Other related duties as assigned by the Director of Student Services.
Skills & Qualifications
  • Minimum two years’ post-secondary education in administration, applied business or related studies, with a minimum three years’ experience at a similar administrative level, or an equivalent combination of education and experience;
  • Demonstrated understanding of the post-secondary education system, particularly in relationship to service to students, the public and colleagues; ability to articulate an appropriate philosophy of service excellence;
  • Demonstrated proficiency in Microsoft Office; proficient in internet research and website maintenance and minimum keyboarding skills of 60 wpm with precision and accuracy.
  • Excellent interpersonal skills, demonstrating an ability to communicate courteously and effectively in writing, in person or on the telephone, with staff, faculty, administrators and students;
  • Attention to detail, with a high degree of accuracy in proofreading and editing;
  • Demonstrate a high degree of initiative and problem solving on moderately difficult issues
  • Proven ability to identify administrative needs and respond by developing and implementing effective systems and services;
  • Demonstrated ability to work independently and establish priorities for work assigned or initiated;
  • Proven ability to gather, analyze, integrate and summarize varied material, and to provide accurate, complete and current information on short notice;
  • Demonstrated critical thinking and analytical/feedback skills;
  • Ability to work with discretion, diplomacy and judgement, on behalf of the Division and the College;
  • Ability to work independently and positively while meeting a demanding work schedule and deadlines and managing changing priorities or frequent interruptions;
  • Proven ability to maintain positive working relationships;
  • Ability to maintain confidentiality, and privacy requirements;
  • Experience with a scheduling system, database system, and student record system (e.g. Colleague, Banner etc.) preferred;