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Administrative Coordinator

2 months ago

Quesnel, Canada College of New Caledonia Full time

**Job Summary**

As an Administrative Coordinator at the College of New Caledonia, you will play a vital role in supporting the College's administrative functions, community education, and financial tasks. This position requires a high level of organizational skills, attention to detail, and excellent communication abilities.

**Key Responsibilities:**

  • Develop, plan, implement, administer, and evaluate administrative office functions, including admissions, registrations, and course completion tracking.
  • Collaborate with College employees and the community to achieve administrative goals.
  • Manage information and communication systems, including admissions, registrations, and financial tasks.
  • Prepare complex reports for internal and external use.
  • Provide information to Institutional Research in a timely manner.
  • Establish reporting structures and functions via database.
  • Ensure Freedom of Information and Protection of Privacy (FOIPOP) regulations and procedures are followed.
  • Disseminate accurate and timely information to ensure financial and other reports meet mandates.
  • Process course/program and student information in provincial data systems.
  • Assist with budget processes for cost recovery projects.
  • Ensure all course/student billings, invoices, and refunds are completed on time.
  • Process required payments for campus services.
  • Coordinate with the Senior Accounting Clerk to process Accounts receivable and payable.
  • Support and guide Community Education programmers.
  • Communicate accurate course and registration information directly to the public.
  • Build required sections for courses and programs.
  • Process applications and make admission decisions.
  • Perform clerical functions using the Colleague System.
  • Respond to written and verbal enquiries from prospective students, applicants, and recruitment agents.
  • Update student records for purposes of admission and course prerequisites.
  • Reinforce the College's values regarding legal requirements regarding the privacy and confidentiality of student information and records.
  • Assist with communication content to ensure standards and consistency across the institution.
  • Collaborate to ensure efficient, campus-wide registration processes align with Prince George Admissions.
  • Process accurately grade sheets and change of enrolment forms.
  • Establish and maintain communications to ensure all internal and external interactions are solution-focused and supportive.
  • Communicate with Regional Principal, Operational Manager, and programming departments regarding admissions activities.
  • Collect tuition and student fees, issue receipts, and reconcile to student records.
  • Collect and issue receipt of fees, including bookstore and PG tuition.
  • Complete daily cash-out processes.
  • Respond to telephone and over-the-counter inquiries from students and the general public.
  • Inquire, concerns, and complaints from community agencies, employers, students, and community members are problem-solved or referred to appropriate staff/departments.
  • Assist with front-end marketing and promotion of programs and courses.
  • Complete tracking sheets and ensure front-end course start-up procedures are followed.
  • Provide direct front-end coverage when required.
  • Participate in campus committees as operationally required.
  • Book appointments for the Academic Advisor.
  • Process sponsorship forms and correspond with local funding organizations for Trades students.

**Requirements:**

  • Minimum of five years relevant experience.
  • Minimum of two years post-secondary business and office administration.
  • Sound judgement and exceptional problem-solving skills.
  • Ability to deal with multi-tasks, responsibilities, and inquiries in very short time spans.
  • Ability to influence and practice a learner/community/service-centered approach.
  • Accurate entry of course and student data.
  • Experience working with Aboriginal organizations and individuals.
  • Excellent oral and written communication skills.
  • Excellent interpersonal and collaborative skills.
  • Efficient working ability in computer application programs.
  • Able to articulate College policies and procedures for most operational departments.
  • Able to articulate College programs, entrance requirements, attendance policies.
  • Ability to work independently and motivate others while maintaining quality services.
  • Capacity to meet extremely demanding work schedules and deadlines in a constantly changing environment.
  • Demonstrated commitment and understanding of a learner/community-centered approach to education, training, and communication.
  • Proven ability to work effectively with detail.