Administrative Office Coordinator
3 weeks ago
As a key member of the College of New Caledonia team, the Administrative Office Coordinator will play a vital role in ensuring the smooth operation of our administrative office functions. This includes developing, planning, implementing, administering, and evaluating various administrative tasks, as well as community education and related financial responsibilities. The successful candidate will be responsible for establishing efficient and effective information and communication systems, including admissions, registrations, enrollments, course completion tracking, and reporting. Additionally, they will be responsible for utilizing a collaborative approach to manage continuing education course offerings for the campus calendar. The incumbent will also ensure that communication strategies result in a professional and supportive atmosphere in the main office, as well as positive linkages with all campuses.
Key Responsibilities
Prepare complex, multi-year, multi-program reports for internal and external use
Provide relevant information in a timely manner as requested by Institutional Research
Establish reporting structures and functions via database
Ensure Freedom of Information and Protection of Privacy (FOIPOP) regulations and procedures are followed regarding release of student information
Ensure service, rental, and related agreements are drafted with content needed for management approval
Disseminate accurate and timely information to ensure both financial and other reports meet mandates
Guarantee processes and collection of course/program and student information in provincial data system meets base and cost recovery requirements
Financial Responsibilities
Assist with required budget processes for cost recovery projects
Ensure all course/student billings, invoices, and refunds are completed on time and follow-up on payments
Formulate suggestions and/or recommendations regarding policy and/or procedural improvements
Process required payments for campus services
Initiate contact with funders and respond to financial queries for CE and sponsorship, contract billing
Coordinate with the Senior Accounting Clerk to process Accounts receivable and payable
Community Education Responsibilities
Support and guide CE programmers by:
Helping to formulate a business model for CE course offerings
Consulting on criteria for course viability
Assisting with course management
Ensuring appropriate tracking, recording, and communication of all course details
Providing guidance and support for the development of the course calendar
Supporting CE programmers with problem-solving and handling of community complaints
Certificate production and distribution as appropriate
Communicating accurate course and registration information directly to the public
Office of the Registrar Duties
Builds required sections for courses and programs
Course and student data is entered accurately, and report forms are created
Processes applications and makes admission decisions. Where appropriate, refer students to academic advising
Performs clerical functions using the Colleague System verifying student information, updating list/forms typing correspondence, producing acceptance packages, and administering waitlists
Responds promptly to written and verbal enquiries from prospective students, applicants, and recruitment agents regarding admissions activities such as program requirements, documentation requirements, admission statuses, and program start dates
Update student records for purposes of admission and course prerequisites
Reinforces the colleges values regarding legal requirements regarding the privacy and confidentiality of student information and records
Assists with communication content to ensure standards and consistency across the institution (e.g. acceptance letters, Colleague Communications Management)
Collaborates to ensure efficient, campus-wide registration processes align with Prince George Admissions
Process accurately grade sheets and change of enrollment forms
Administration/Reception/Bookstore Responsibilities
Establish and maintain communications to ensure all internal and external interactions are solution-focused and supportive. This position is responsible for ensuring all registrations and front office procedures are service-focused, efficient, and reflect college procedures via collegiality, collaboration, and mentorship with all front-end operational personnel. The incumbent ensures the following:
Communicates with Regional Principal, Operational Manager, and programming departments regarding admissions activities such as the review of applicants' eligibility, admittance processes, application numbers, and program capacities
Collect tuition and student fees, issue receipts, and reconcile to student records
Collect and issue receipt of fees-bookstore, PG tuition, etc.
Daily cash-out processes are completed
Telephone and over-the-counter inquiries from students and the general public about program/course information, services, development of new programs are responded to in a timely and welcoming manner
Inquiries, 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
Completion of tracking sheets and ensure front-end course start-up procedures are followed
Provides direct front-end coverage when required
Other related duties as required
Campus-Specific Duties/Expectations
Participates in campus committees as operationally required
Books appointments for the Academic Advisor
Processes sponsorship forms and corresponds with local funding organizations for Trades students
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