Project Support and Outreach Coordinator

4 weeks ago

Hamilton, Ontario, Canada Mohawk Full time
Job Summary

Under the direction of the Manager, Early College Initiatives, the incumbent will perform a variety of duties to support the administration of and outreach for the Early College Graduation Program (ECGP), as well as other community-based programs. The incumbent will work in close liaison with the ECGP partnership team, including partner school boards and employers, to support community engagement, communication, and effective administrative operations.

Key Responsibilities
  • Tracks and manages the ECGP enrolment registrations and data for student registration and project reporting purposes
  • Creates CRN's for ECGP activity each semester
  • Coordinates student registrations for all ECGP activity
  • Maintains tracking system that ensures confidentiality for students participating in ECGP learning activities
  • Populates the student enrolment database confirming accurate and confidential data is secured relating to community-based learning opportunities
  • Tracks and reports on ECGP enrolment activity for Manager review
  • Communicates enrolment numbers to CCPEL Financial Analyst during peak budget times
  • Ensures correct controller codes assigned
  • Attends steering committee, subcommittees, and community information sessions as required for quantitative and qualitative reporting
Communication and Customer Service
  • Communicates and ensures that College and departmental policies and procedures are followed when complex requests are made by students, faculty, and community partners, employers and funders
  • Initiates correspondence to internal departments related to incorrect student or course information, grade changes, student withdrawals, classroom locations
  • Arranges class schedules based on community, partner, faculty and Manager consultation
  • Ensures all faculty have access to CRN's, external stakeholder contact information and student information
  • Assists with orientation of faculty assigned to ECGP course delivery
  • Liaises with faculty, student and community partners on issues that arise due to course/class cancellation
  • Oversees withdrawals of unsuccessful students in ECGP course activity
  • Communicates with community partners, school boards representatives, and internal college program areas regarding course start and end dates, times and location for ECGP activity
  • Solves problems arising from registration issues relating to information gaps, MyCanvas access, grading and contract/payroll
  • Creates grade reports for students in all ECGP programs
  • First point of contact for ECGP classroom and programming inquiries
Project Management and Coordination
  • Supports efforts of the Manager, Early College Initiatives, and Financial Analysts in all phases of specially funded project co-ordination, including development, delivery and close-out
  • Consults with Manager, Early College Initiatives regarding proposed changes to academic programming in secondary school and college locations
  • Liaises, when required, with staff and faculty in other departments for the purpose of strengthening internal linkages
  • Adapts, maintains records and recommends procedures for audit purposes related to ECGP activity
  • Takes on special projects as assigned by the Manager
Community Outreach and Recruitment
  • Collaborates with Manager, Early College Initiatives, in developing and implementing outreach and engagement plan for prospective students and other stakeholders
  • Liaises with Early College team and marketing department to develop outreach and communication materials specifically related to specially funded programs
  • Collaborates on the creation, printing and distribution of all applications and registration forms for ECGP activity
  • Collaborates with the ECGP team on the creation, planning and facilitation of off-campus promotional events at partner elementary and secondary schools
  • Maintain social media and website presence, including creating and posting regular social media content
  • Receives incoming inquiries from the community and triage as appropriate
Requirements
  • A three-year postsecondary education in Business/ Office Administration, Communication, Public Relations, Community Development or related field; or equivalent combination of education and experience
  • A minimum of 3 years related work experience
  • Advanced working knowledge of Microsoft Office products (Word, Excel, and PowerPoint), Internet, email, social media; and ideally all aspects of Banner (Finance, HR, Student Records, and Course Information), Summit, Millennium and FAST Suite
  • Exceptional customer service experience is a must
  • Ability to support and work with vulnerable populations, especially youth and their parents, is required
  • Flexibility in working hours and may be required to accommodate peaks and changing needs in community-based program communication and delivery at all ECGP locations
  • Project management skills that include organizing, multi-tasking, prioritizing and meeting deadlines
  • Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility
  • The ability to communicate and work effectively with diverse students, employees, and communities

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