Administrative Coordinator

BCIT’s** School of Health Sciences** is currently seeking a **regular, full-time Administrative Coordinator**. The Administrative Coordinator is responsible for the administration and operational activities that support the development and delivery of the Nursing Program. In consultation with the Student Affairs Committee develops and manages the student selection and enrollment process, advises current and prospective students, creates course info1mation packages, creates and maintains databases, runs reports and keeps statistics for tracking students in the program. The Administrative Coordinator functions as an integral part of the program team, collaborates with coordinators, faculty, and managers within and across School boundaries, and maintains Banner and OEMS systems for the full-time program and part-time courses.

**Duties & Responsibilities**

**DUTIES** **AND** **RESPONSIBILITIES**
- Liaises with Admissions, Student Records, Registrar’s Office, Registration and Info1mation, Finance, and Warehouse to ensure students receive correct information, materials and charges; authorizes fee reversals and processes approved refunds and transfers. Problem-solves administrative and delivery issues for students within the guidelines of institute and School policies and procedures.
- Supervises 60% clerical position. Delegates and monitors duties and responsibilities.
- Acts as the key contact for applicants and prospective applicants. Maintains up-to-date knowledge of the Nursing program, policies, procedures and process systems. Advises applicants and students as required, by responding to written, telephone and in person course and program information inquiries.
- Meets with prospective students to review transcripts, explain selection process, give advice on how to prepare for the program, and provide information regarding prerequisite qualifications and upgrading availability. Assists students with course credit/exemption forms and approves transfer credits using on-line BCCAT transfer guide.
- Monitors student selection and intake process. Establishes the procedure for gathering information from applicants implements the process and initiates changes as necessary.
- Manages Level 1 orientation session registration. Assigns Level 1 & 2 students to sets, PBL classes and clinical placements, Revises the information package for new students including schedules, textbook and supplies lists, and information regarding orientation.
- Coordinates direct entry applicants, including proctoring and grading of math and writing tests. Tracks and updates student information in BANNER system
- In consultation with coordinators, interacts with students, hospital and health agency personnel regarding preceptorship placements.
- Maintains student and applicant files (e.g. developing forms, collecting confidential medical information and references).
- Advises students on course schedule and out-of-sequence course registrations.
- Facilitates and develops an orientation for all new faculty at the start of each term; includes a campus tours, computer support, and creating information handouts.
- Provides summer program coverage as required.
- Participates as an active member of school and program committees as appropriate.
- In consultation with the School of Health Sciences Marketing Coordinator, ensures program information on website is correct. Proofreads all promotional materials; supports marketing initiatives such as updating brochures, creates poster templates, maintains mailing lists, and assists with preparation of materials.
- Represents nursing program at BCIT information sessions.
- Completes Foreign Agency documents and LPN request forms for current and former students; records all requests, maintains an archive of past and current program information for completing Agency requests.
- Inputs Part Time Studies course information, materials, and tutor schedules onto the DEMS system within deadlines.
- Ensures all information and course materials are received by the warehouse by deadline each term. Coordinates the distribution and assists in the organization of PTS course materials and supplementary information such as material checklists, tutor times, and fact sheets ensuring correctness and availability.
- Coordinates all activities related to writing PTS examinations; specifically, liaising with proctors, sending examinations; proctoring on-campus exams.
- Monitors enrollment of part-time courses and in consultation with coordinators, cancels offerings if necessary. Notifies students of these cancellations and advises on future offerings.
- Prepares and tracks program documents including cross charges and n11rchase requisitions. Processes all student evaluation documents at te1m end, ensuring cover sheets are complete. Prepares Graduate Summary and Summary of Hours for each student.
- Collects and distributes information as requested by Coordinators, Associate Deans and Managers. Maintains program petty cash