Career Program Coordinator

5 days ago

Vancouver, British Columbia, Canada EightSix Network Full time

Job Summary

The Career Program Coordinator will provide operational and administrative support to the Program team, performing a variety of tasks in support of the operations of the Program. This role will assist the team with information management, maintain program reports and documents, and act as the main contact person during the absence of team members.

Key Responsibilities

  • Maintain program reports and documents, ensuring accuracy and completeness.
  • Act as the main contact person during the absence of team members, following up on any emergencies and sharing the workload with the CDC administrative assistant.
  • Acknowledge receipt of correspondence and documentation, and draft preliminary versions of correspondence to be reviewed by the Program team and signed by the manager.
  • Assist team members in preparing and formatting documents, including PowerPoint presentations, data information, and monthly reports.
  • Develop and maintain an efficient filing system for the team, ensuring easy access to information.
  • Maintain a tracking system of inquiries from students, employers, and faculties.
  • Maintain and update team's databases and mailing lists using the Microsoft Office Suite.
  • Work with the CDC portal information, incoming emails, and databases to monitor various aspects related to communications and inquiries on program processes, procedures, and outcomes.
  • Contribute to electronic filing of team documents.
  • Coordinate the proofreading and editing of documents as required.
  • Enter program-related information and generate reports as required.
  • Help organize regular team meetings, including virtual and in-person meetings, and prepare and distribute documents as needed.
  • Take minutes of regular team meetings and other meetings with the assistance of and coordination with the CDC Administrative Assistant as required.
  • Assist the Program Graduate Practicum coordinator and Work-Integrated Learning Coordinator in maintaining and updating the Program's information on the UCW student portal, carrying out specific web searches and downloading workshop documents or records for the student portal.
  • Assist team members in inputting and editing program data information.
  • Assist in the coordination of the graduate practicum program and other work-integrated learning programming by tracking their completion, scheduling interviews as necessary, and e-filing the final documents/reports.
  • Assist all stakeholders (students, faculty, staff, and leadership) by providing them with the necessary documents and materials about the program.
  • Work with the CDC Administrative Assistant to coordinate work activities, meet deadlines, and provide support where needed.
  • Perform other related duties in accordance with instructions from the manager.

Workshops and Events

  • Liaise with members of workshop presenters to coordinate logistical arrangements for workshops that take place virtually or in person.
  • Liaise with program team members to plan, schedule, room booking, and organization and logistics.
  • Liaise with the CDC team with IT, Facilities, and other departments as required to ensure the smooth functioning of activities.
  • Coordinate and disseminate all internal and external material, including publicity and background documents for program-related events; coordinate appropriate communications among team members and with students, faculty, and employers.
  • Prepare information and communication packages and send material to participants in a timely manner.
  • Coordinate registration process and act as contact person for the participants.

Requirements

  • Bachelor's Degree in Education, Master's degree in Education is preferred.
  • One to three years experience in education or a related field in a fast-paced environment or an equivalent combination of education and experience.
  • Able to provide respectful, tactful, fair, and efficient support to culturally diverse groups including students, staff, faculty, and other affiliates.
  • Strong communication skills in both oral and written.
  • Proven ability to create and manage documents and electronic filing systems.
  • Proven service-oriented focus.
  • General knowledge of university policies or processes.
  • Strength in organization, time, and task management to be efficient, effective, and dependable.
  • Attention to detail and accuracy.
  • Evidence of advanced English skills with written skills at a formal university level.
  • Ability to engage with students, faculty, and staff and constructively problem-solve.
  • Proven ability to work independently and in a team.
  • Adaptability and change management skills.
  • Advanced computer skills and proficiency in Microsoft applications (Excel, PowerPoint, and Word).

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