Administrative and Program Coordinator

7 months ago

Winnipeg, Canada BOOTH UNIVERSITY COLLEGE Full time

The **Administrative and Program Coordinator **provides administrative support to the Dean and the School for Continuing Studies (SCS), SCS online instructors and core faculty and on-campus sessional instructors using the Petersen Hall. The Administrative and Program Coordinator coordinates the activities at SCS to ensure the smooth and timely delivery of online courses and SCS programs at Booth University College campus and other locations.

As Program Coordinator, support is provided to students in the Certificate Programs (Chaplaincy and Spiritual Care, Not-for-Profit Management and Leadership) and Bachelor of Arts in Theological Studies.

The Administrative and Program Coordinator also provides academic information to the cadets at the College for Officer Training. Reception support for Booth University College (Petersen Hall) is also provided.

**SUPERVISORY FUNCTIONS**: None

**ESSENTIAL FUNCTIONS OF THE JOB/ROLES AND RESPONSIBILITIES**:
**FOR THE SCHOOL FOR CONTINUING STUDIES (SCS)**
- Provide administrative support, to the Dean of the SCS including:

- Schedule meetings, prepare agendas, record and distribute minutes
- Track and report enrolment of SCS and online courses up until the course revision period
- Prepare a variety of documents and presentations as directed using word processing, spreadsheets, and presentation software, as required
- Process travel and expense claims and credit card statements using TEM
- Undertake other duties as required
- Pull report of student course evaluations and send copies to the Dean and concerned faculty
- Draft new SCS procedures as developed by SCS staff
- Review academic calendar annually for any updates or revisions required
- Update the sessional instructor contracts spreadsheet and, in close collaboration with Human Resources, prepare contracts for sessional instructors to deliver or develop courses
- Provide information to instructors as needed:

- Communicate with instructors to ensure they have sufficient information on courses, syllabi, Populi, grades, etc. as needed
- Order instructor textbooks and related resources for sessional faculty
- **Act as the SCS Admissions Representative**
- **Act as the SCS Program Coordinator**
- Provide overall coordination of assigned programs including:

- Bachelor of Arts Biblical and Theological Studies (BA-BTS), both the integrated program and post CFOT (College for Officer Training) programs
- Master of Theological Studies (MTS) - Salvation Army Studies
- Certificate in Chaplaincy and Spiritual Care
- Certificate in Not-for-Profit Management
- Certificate in Advanced Leadership
- Certificate in Leadership Essentials
- Track and monitor courses needed by students for the next academic year
- Complete and track courses to ensure courses run smoothly and act on tasks related to course syllabi, updating textbook lists, setting up course evaluations and sending instructors results
- Inform students to submit forms for graduation to the Registrar’s office
- Compile information for SCS programs as needed
- **As SCS Student Advisor**:

- Provide student/academic information on courses required for program completion
- Communicate and advise students on available courses for the current academic year
- Provide requirements and other information to graduating students
- Provide advice on pathways available at SCS in relation to the student’s professional/career path

**FOR THE COLLEGE FOR OFFICER TRAINING (CFOT)**
- Coordinate with CFOT and with Registrar’s Office on credit transfer
- Conduct an information session with first
- and second-year cadets, respectively regarding options for continuing studies at Booth UC

**FOR BOOTH UC (BOOTH UC)**
- Provide classroom support at Petersen Hall such as assist with classroom supplies and technology and contact IT for technology assistance
- Order office supplies and provide photocopying, scanning, and other general administrative support for SCS staff and Petersen Hall core faculty and sessional instructors
- Handle various administrative tasks for the Business Office which includes ordering, business cards, and nametags

**QUALIFICATIONS**

**1. Required**
- Satisfactory criminal record check
- Fully supportive of the integration of faith and learning in a Christian university-level setting and a commitment to the Mission of Booth University College
- Ability to integrate your Christian faith within the workplace
- 3 years directly related experience
- Proficient in working with office software programs, including spreadsheets, databases, word processing, and graphic presentation software
- Post-secondary degree in a relevant field
- Strong communication skills including the ability to effectively communicate by distance to maintain and strengthen contact with sessional instructors
- Excellent organizational skills and attention to detail in order to accomplish several steps and tasks that occur at many different times throughout the year and to deliver on multiple prioriti

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