Administrative Coordinator, Sohs

4 days ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

BCIT’s
- **School of Health Sciences **is seeking a
- ** temporary, full-time (1.0**
**FTE**
**) Administrative Coordinator** in the
- ** Diagnostics & Advanced Practice** department. The Administrative Coordinator is responsible for the administration and operational activities that support the development and delivery of the Medical Laboratory and Medical Radiography programs. In support of the Program Heads, the position will assist in developing and managing 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 purposes. The Administrative Coordinator functions as support of the program team, collaborates with coordinators, faculty and managers within and across School boundaries, and maintains Banner and DEMS systems for the full-time program and part-time studies.**Duties & Responsibilities**

**DUTIES**
**&**
**RESPONSIBILITES***:

- Liaises with Admissions, Student Records, Registrars Office, Registration and Information, Finance, Medical Services and the Bookstore 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.
- Acts as the key contact for applicants and prospective students. Maintains up-to-date knowledge of the Medical Laboratory and Medical Radiography programs, 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.
- Tracks and updates student information in Banner system.
- In consultation with coordinators, interacts with students, hospitals and health agency personnel regarding clinical 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.
- Assist Program heads with the facilitation and development of an orientation program for all new faculty at the start of each term, including a campus tour, computer support and creating information handouts. Coordinates the Level 1 Orientation session registration. Revises the information package for new students including schedules, text book and supplies lists.
- In consultation with the School of Health Sciences Marketing Coordinator, ensures program information on the 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 programs at BCIT information sessions.
- Completes Foreign Agency documents for current and former students; records all requests, maintains an archive of past and current program information for completing Agency requests.
- Inputs part-time studies course information, materials, and tutor schedules onto the Banner system with deadlines.
- Ensures all information and course materials are received by the bookstore by deadline each term. Coordinates the distribution and assist in the organization of PTS course materials and supplementary information such as material checklists, tutor times, and fact sheets ensuring correctness and availability.
- 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 grade summary and summary of hours for each student.
- Collects and distributes information as requested by Coordinators, Associate Dean and Program heads.
- Participates in Records Custodian training and remains current with current record keeping practices, policies, and procedures (both BCIT and FOIPOP).
- Undertakes the duties and responsibilities of Records Custodian in compliance with FOIPOP and Institute policies and procedures, including: maintaining index and retrieval system of office files through the directory of Records Database (DRDB), or appropriate alternative; procuring file folder labels through the DRDB as appropriate, indicating the classification to which files belong; and, as appropriate, assisting other office staff with proper security levels to identify and retrieve active records.
- Undertakes related duties as assigned, consistent with the job grade of

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