Primary Function:
The Program Coordinator, Continuing Education, is the primary point of contact for the operations and coordinates the administrative responsibilities to ensure compliance with related College policies and department procedures. This position coordinates and performs the administrative processes required to support the Continuing Education operations. The Program Coordinator provides supervision to the positions that support the Continuing Education operations. This position reports to the Manager, Athletics and Recreation Operations. This role provides exceptional client-centred service on a consistent basis to all internal and external stakeholder groups.
Responsibilities:
Oversees administrative operations of Continuing Education.
- Acts as the point of contact for Continuing Education, coordinating and performing the administrative functions required for effective operations of all programs.
- Ensures compliance with college and departmental policies, procedures, and processes.
- Ensures adherence to Health & Safety Guidelines in regard to accidents/injuries that occur within the work environment.
- Creates a variety of materials including procedures, manuals, documentation standards, and course materials.
- Oversees and performs duties such as responding to inquiries, preparing correspondence, forms and reports, and data management.
- Performs regularly scheduled inventory and inspection of course materials, equipment, and supplies, making purchase recommendations.
- Establishes and maintains an effective records and information filing system.
- Collaborates with internal departments to coordinate operational procedures and processes, i.e., Human Resources, Payroll, Facilities, Learning Resources, ITS, and Bookstore as required.
- Travels to Coquitlam Campus and/or designated sites to assist with operational needs.
Performs administrative support functions for Continuing Education and Youth Programs.
- Liaises with instructors to facilitate program, course, and programming requirements, including course dates, policies, and providing financial recommendations to the Manager, Athletics and Recreation Operations.
- Provides on-site services support for programs, courses, and activities, including room bookings, equipment, materials, and food services.
- Establishes and maintains routine program, course, and activity follow-up, including such items as evaluation forms, certificates, and mailing lists.
- Gathers and summarizes student evaluations and produces evaluation reports for the instructors, sending the reports to the Manager, Athletics and Recreation Operations for review.
- Prepares promotional material and packages, including editing content and style.
- Maintains webpages and electronic message boards to keep the college community informed of Continuing Education information, programming, and events.
- Creates and updates course registration information in Banner, assigning course identification codes and liaising with Enrollment Services and Finance as required.
- Assists with the maintenance of the Learning Management System (i.e., Blackboard), including updating course materials, adding new students, archiving student records, uploading and removing documents, and identifying required revisions.
- Produces, reviews, updates, and enters documents such as course information sheets, student records, instructor records, class lists, waiting lists, mailing lists, and course cancellation information.
- Assesses and collects fees, including processing fee adjustments.
- Assists with registration and other departmental support activities as required.
- Coordinates regular instructor meetings, including agenda preparation and logistics; records minutes at instructor meetings.
Provides support to students and Instructors.
- Provides information regarding application procedures, admission requirements, grading policies, and financial aid, and maintains regular communication with applicants.
- Advises on Continuing Education course selection and ensures prerequisite requirements are met.
- Orients new students to the Learning Management System and counsels them on preparing for online learning.
- Provides ongoing troubleshooting on the Learning Management System to students and instructors.
- Coordinates exams and invigilates as required.
- Tracks and resolves student issues (i.e., outstanding student grades).
Supervises the daily operations of positions under responsibility.
- Supervises and coordinates daily work operations to achieve service standards, goals, and efficiencies.
- Ensures adequate staffing coverage within existing budget parameters.
- Responsible for the hiring, onboarding, training, scheduling, supervising, and timesheet approval for Student Assistants and contract employees in consultation with the Manager, Athletics and Recreation Operations.
Performs administrative support functions to facilitate special events and activities.
- Supports planning, implementation, and facilitation of the programs, events, and activities.
- Collaborates with appropriate departments and partners to schedule and facilitate groups.
- Supports functions related to promotion, event management, and direction to staff, instructors, and/or presenters.
- Provides information and content to prepare promotional materials for Continuing Education programs as per the departmental communications plan.
Performs other duties as assigned.
- Provides support for departmental duties and projects as directed by the Manager, Athletics and Recreation Operations.
- Provides support for departmental duties and projects as directed by the Manager, Athletics and Recreation Operations.
Supervision or Guidance Exercised:
- Hires, trains, supervises, and evaluates student assistants and contract employees.
- Maintains records, communication channels (i.e., websites, social media, electronic message boards, etc.).
- Supports the inventory management of equipment and supplies.
- Maintains the filing system for the program area.
Financial Resources:
- Supports the Continuing Education staffing and supplies budgets.
Required Education and Experience:
- Successfully completed a two-year diploma at a recognized post-secondary institution in a related field; degree preferred.
- A minimum of two years’ related experience or an equivalent combination of education, training, and experience.
- Experience with and knowledge of Continuing Education health & fitness and youth-related programming.
- Supervisory skills with the ability to hire, train, and ensure employees follow procedures and meet deadlines.
- Demonstrated knowledge of course budgeting systems in Continuing Education and accounting and budgeting procedures (i.e., FAST, PeopleAdmin, etc.).
- Knowledge and proficiency in Banner, including the ability to build and activate courses.
- Proficiency in database management (i.e., CRM) and Learning Management Systems (i.e., Blackboard).
- Knowledge and understanding of related college policies and standard operating procedures.
- Demonstrated interpersonal and cross-cultural communication skills.
- Excellent communication skills, including a good working knowledge of the English language (written and verbal).
- Demonstrated proficiency with and knowledge of contemporary web-based communication applications, i.e., social media such as Twitter, Instagram, etc.
- A demonstrated ability to:
- Speak to small and large groups in informal and formal settings.
- Interact and respond effectively and tactfully with the public, students, stakeholders, and college employees.
- Present information and provide appropriate and diplomatic responses under pressure.
- Work independently with minimal supervision.
- Exercise initiative within a team and promote a positive work environment.
- Plan, coordinate, organize, and prioritize in order to meet deadlines.
- Prepare agendas and minutes, as well as compose correspondence and reports with an emphasis on grammar, punctuation, and writing skills.
- Use Microsoft Office Suite (Word, Excel, PowerPoint) proficiently.
- Think critically, reason, and problem solve.
- Apply and work within relevant policies and procedures.
- Keyboard accurately at 50 wpm.
- Good working knowledge of modern office equipment, practices, and procedures.