Full-time Coordinator, Literacy

Please Note: If you are a current Algonquin College employee, apply to this job via the Workday application.

Department:

Academic Access Centre (Heather Ryall (Inherited))

Position Type:

Full-Time Support

Salary Range:

$35.06-$40.71-Hourly

Scheduled Weekly Hours:

36.25

Anticipated Start Date:

July 18, 2024

Length of Contract:

N/A

Posting Information

Support Staff employees, as defined by the full-time Support Staff Collective Agreement, will be given first consideration.

Posting Closing Date:

June 11, 2024

Please note: jobs are posted until 11:59 pm on the job closing date.

Job Description:

The Literacy and Basic Skills (LBS) Coordinator plays a key role in ensuring that the College meets its obligations under the LBS Service Agreement and is responsible for the accuracy of the data that is reported to the Ministry of Labour Training and Skills Development (MLTSD) , via the EOIS-CaMS database. In addition, the incumbent supports the effective operation of the Academic Access Centre client service counter and the delivery of the Academic Upgrading (AU) program. 

Duties and Responsibilities

For the Literacy and Basic Skills (LBS) Service Agreement, the incumbent:

Determines applicants’ eligibility for training delivered at the main campus (Nepean and ACElinks sites) in accordance with the LBS Program Guidelines; updates student GeneSIS and office records accordingly, including: AU file check lists, TEAMS listings, fee class, dates and fees in the student sub-ledger.

Closes all LBS student files for the Nepean and ACElinks sites, ensuring that the file is complete and that the documentation in the file is consistent with the data entered in EOIS-CaMS and GeneSIS.

Responsible for all data entered by all EOIS-CaMS users for the Nepean and ACElinks sites. Monitors the data on a weekly basis and addresses any data integrity and inactive student issues promptly.

Implements and refines processes to collect and enter data into EOIS-CaMS by collaborating with other College and local community EOIS-CaMS users. The required data covers the entire student lifecycle from initial enquiry, to registration, progression through training, exit and post exit follow ups.

For both the Nepean and ACElinks sites, determines students’ eligibility for Training Support Allowance; disburses funding; maintains supporting documentation for audit and T4 purposes.

Answers all questions related to client eligibility, disbursement of Training Support Allowance and EOIS-CaMS data integrity asked by the MLTSD Employment Training Consultant during the annual LBS Compliance Visits.

Tracks and analyzes the Nepean and ACElinks site EOIS-CaMS Performance Management Reports against LBS Performance Commitments and recommends strategies to optimize program performance.

Drafts all text for the cyclical LBS reports for the Nepean and ACElinks sites including the: Interim, Final, Estimate of Expenditure, Statement of Revenue and Expenditure and Auditor’s Reports. Drafts for the ACElinks reports are prepared for review by representatives from that site.

All finalized drafts are to be reviewed and confirmed by the Chair for distribution to the Ministry.

Provides training, ongoing support and collaborates with staff and faculty involved with the LBS Program at all delivery sites (Nepean, ACElinks and Pembroke) to ensure a common interpretation and implementation of processes consistent with the LBS Program Guidelines and College policies.

Represents Algonquin College at the monthly meetings of the Rideau Ottawa Valley Learning Network (ROVLN), Literacy Planning and Coordination Committee (LPCC), College Sector Committee (CSD)-AU Frontline services to promote the College’s programs and services, share best practices and participate in projects to support service coordination.

Acts as a coordinator for students (current/exited) who would like to transfer to other LBS programs.

Reviews options with student and provides direction, information and next steps.

With permission from the student, (when needed) contacts and shares student information with other LBS programs.

Maintains a current understanding of program and service options for clients across the Employment Ontario network.

To support the effective operation of the Academic Access Centre (AAC) client service counter, the incumbent:

Provides ongoing support, guidance and mentorship to client service counter staff to carry out their duties in accordance with departmental policies and procedures, the Academic Upgrading Client Service Charter and the Freedom of Information and Protection of Privacy Act. Those duties include:

communicating information about AAC programs and services

booking appointments for the Academic Access Advisors

registering students for Academic Upgrading

providing advice regarding funding options

responding to a variety of student enquiries

assisting other office staff with administrative tasks.

Ensures that all staff are informed of and understand changes to LBS policies and procedures so that communication with clients remains clear and consistent; updates reference documents to reflect the changes.

Prepares, and distributes student Certificates of Achievements, lawyer requested documents, archive confirmations of enrollment/grades.

Assists or intervenes (when needed) to resolve situations at the client service counter with clients who are distraught, frustrated or angry.

Acts as back up for other Academic Access Centre office full-time and part-time support staff.

To support the delivery of Academic Upgrading program, the incumbent:

Attends the weekly Academic Upgrading Planning Committee meetings to bring forward any issues, new initiatives or concerns regarding the LBS Service Agreement.

Collaborates with faculty to create solutions that will be workable for all parties.

Coordinates the Chair Letter process to ensure fulsome and timely review of student requests, including communication to the student of the Chair’s decision and providing them information and possible advice on next steps.

Communicates with applicants to Preparation for Health Sciences (PHS) and assists them through the PHS admission process (including registration and funding). This includes informing applicants that they have not been accepted into PHS and giving them information about possible next steps.

Works with PHS faculty and Academic Advisors to develop the critical path of PHS intakes including timelines, testing and student documentation.

Ensures the accuracy of the lists of applicants who have accepted, are waitlisted or who have deferred their acceptance to the next intake. 

Explains and provides advice concerning Academic Upgrading policies and procedures to internal stakeholders (e.g. new part-time faculty, the Centre for Students with Disabilities) and external stakeholders (e.g. Ontario Works Case Coordinators)

Reviews student attendance records and raises anomalies with the Chair and faculty.

Organizes, implements and participates in Academic Upgrading student recruitment and retention initiatives. 

Other duties as assigned.

Required Qualifications

3 year diploma / degree or equivalent in Business Administration

Minimum of five (5) years of full time, progressively senior, practical experience in a client centered environment, preferably in an educational setting.

Experience with case management or customer relations management systems, including experience analyzing system reports to identify trends, anomalies and errors.

*This position is paid at Payband H

*Vacancy is for P01411

Anticipated Schedule:

*Schedule is for Monday to Friday 8:30am to 4:45pm

This position may be eligible for flexible work arrangement in conjunction with the College's Flexible Work Arrangement policy: with on-site work at the Ottawa campus.

This position is subject to the terms of the Support Staff Collective Agreement:

Algonquin College values diversity and is an equal opportunity employer. We offer an inclusive work environment and encourage applications from all qualified individuals. If you require accommodation during the recruitment process please contact the Human Resources department at humanresources@algonquincollege.com. While we thank all those who apply, only those to be interviewed will be contacted.

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