Work Integrated Learning Administrative Officer

7 days ago

Red Deer, Canada Red Deer Polytechnic Full time

Position Information

**Position Title**
- Work Integrated Learning Administrative Officer (Term-Certain)**Position Summary**
- Are you looking for a position where you can make a difference for students? The team at Career Education and Experience Development welcomes you to join them in a part-time term position until June 28, 2024. This is a great opportunity to be a part of a team that is working together to place students in work experience opportunities. You will be working with the Bachelor of Education, Early Learning and Child Care, and the Education Assistant programs.
- The Career Education and Experience Development (CEED) Administrative Officer plays a key role in the success of CEED and student Work-Integrated Learning (WIL) experiences. The Administrative Officer is a part of a collaborative team that secures Work Integrated opportunities for students. The incumbent ensures complete and timely non-academic preparations, which includes (but is not limited to), the collection and/or audit of certifications, Police Information Checks, immunizations, consent forms. This position will monitor completion of additional training modules and requirements specific to the placement site and the administrative management of Student Placement Agreements. The Administrative Officer will provide administrative support to the office of Career Education and Experience Development.**Position Responsibilities**
- Responsibilities include, but not limited to:
**Work Integrated Learning (**WIL**) Placement Experiences**
- Meet the objectives in administering work integrated learning experiences for assigned programs and courses
- Determine the appropriate agency/site/unit/department initiate requests to sites, student eligibility, negotiate changes, monitor for declines/accepts, submit replacement requests for declines, follow-up on unanswered requests
- Maintain knowledge of placement requirements of external organizations and systems
- Gather, organize, and communicate relevant placement information to WIL Coordinator, faculty and/or course lead, as appropriate
- Initiate, verify, and maintain contractual affiliation agreements between RDP and practicum agencies following RDP policy and procedures
- Respond to placement questions or issues as appropriate, consulting with and informing WIL Coordinator as necessary

**Placement Requirement Collection & Tracking**
- Maintain thorough understanding of non-academic requirements by program
- Ensure that students in WIL sites have met agency non-academic practicum requirements prior to attendance at agency sites
- Complete audits and follow-up with students regarding outstanding requirements and escalate issues according to appropriate parties in compliance with policy and processes
- Collaborate with practicum agencies regarding compliance with practicum requirements

**Administration**
- Provides administrative support to the Career Education and Experience Development Centre when required including but not limited to reception, meeting logistics, mail distribution, room bookings, stationary/office supply ordering/inventory, updating key department documents
- Maintains the general inbox to Career Education and Experience Development
- Maintains and updates procedures manual for the tasks and duties of the position department
- Provides coverage for other positions as necessary

**Communication**
- Establish and maintain positive relationships with representatives from work integrated learning agency partners to collaborate regarding placement processes, to plan for upcoming WIL experiences, and to maintain communication with WIL established sites.
- Participate in discipline-specific placement groups including activities such as attendance and participation at meetings
- Maintain an up-to-date inventory of potential placement sites for each program
- Receive and review practicum agency feedback and forward agency feedback to the appropriate person/s

**Required Qualifications**
- Two (2) years of post-secondary training, completion of a community college certificate in Office Administration or equivalent
- 2 - 3 years post-secondary experience
- Demonstrated computer proficiency including Microsoft products (Outlook, Word, Excel, SharePoint, etc.)
- Analytical skills - collect and reconcile data from various sources
- Discernment - ability to know when to achieve results through initiative and when to escalate situations
- Attention to detail - keen eye for spotting errors or deficiencies
- Excellent written and oral communication skills combined with a strong focus on customer service
- Ability to work under pressure with the skills to prioritize workload and handle multiple tasks
- Strong interpersonal skills: ability to work in a cooperative team environment

**Preferred Qualifications**
- Experience in web-based software, HSPnet (training available on the job), MERX Contract Management System, DocuSign, AHS InSite an asset
- Some familiarity with healthcare dis

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