Administrative Coordinator - Burnaby, Canada - British Columbia Institute of Technology (BCIT)

British Columbia Institute of Technology (BCIT)

Verified Company

Burnaby, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

BCIT's
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School of Health Sciences is seeking a
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temporary, full-time (1.0

FTE

) Administrative Coordinator. This position manages key administrative and operational duties that support the delivery of Specialty Nursing programs within the School of Health. Coordinates department activities for the Associate Dean and Program Heads in support of financial operations, project management, database management, and related operational matters. Supports administrative functions, including confidential work regarding strategic and operational planning. Liaises between Specialty Nursing, departments within BCIT, and key external stakeholders including Health Authorities and Ministry partners as required.
Duties & Responsibilities

DUTIES
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AND
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RESPONSIBILITIES:
Supports the Associate Dean, Specialty Nursing in financial operations including:

organizing and coordinating documents related to financial information including budget reviews, revenue forecasting, and year-end result reports;

- tracking and investigating financial transactions as they pertain to external agencies invoicing and alerting management of any anomalies;
- preparing reports based on departmental revenue, monthly expenses, and transactions and sending to the Associate Dean for review;
- creating and maintaining program tuition costing grids for each fiscal year in consultation with Program Heads and Associate Dean as needed;
- collaborating with Health Authorities to ensure training agreements are up to date and tracking and ensuring invoices of training agreements are completed every quarter;
- supporting Program Assistants with reconciliation of actuals to invoices and forecasts year-end and outstanding charges on an annual basis.

Conducts coordination of departmental administrative activities including:

liaising closely with external agencies for Specialty Nursing program delivery including timelines, costing, program deadlines, and related issues in a timely, professional, and confidential manner and;

- obtaining Health Authority sponsored student information each quarter from external sources and communicating information to appropriate internal contacts; following up on deadlines and inaccuracies while maintaining a high level of data integrity and confidentiality;
- preparing and validating Health Authority sponsored student reports and alerting Associate Dean of notable trends, concerns, or red flags;
- preparing and presenting reports to the Ministry of Health and Health Authority partners on a regular basis, and responding to questions as required;
- supporting the Associate Dean and each Program Head through the program review process by collating data and coordinating timelines;
- keeping the Associate Dean apprised on issues as they pertain to departmental Program Assistants to ensure appropriate administrative support and tools are available;
- developing and maintaining databases and reports for operational metrics including historical data for Speciality Nursing programs, course delivery, enrolment management, graduation timelines, and departmental revenue and expenses to address a variety of internal and external requests and verifying accuracy of information as needed;
- maintaining internal student tracking system and reporting database software; identifying issues, upgrades, and system customization to improve system performance; coordinating staff access, and providing training pertaining to system use as needed; managing statistical reports for internal and external stakeholders, and compiling, tracking and analyzing student and financial data on an ongoing basis in the system;
- supporting the management staff as needed, in resolution of operational issues impacting Specialty Nursing department as they pertain to BCIT's Test Centre, Finance, Registrar's Office, IT Services, and other relevant departments;
- managing department's databases including orientation dates, start/end dates, clinical practicums, and submission deadlines, delegating data entry to Program Assistants where necessary; routinely sharing program information with Health Authority partners for student recruitment and planning purposes;
- developing, writing, and updating department procedure documents to standardize processes, and streamline and improve program activities;
- preparing Specialty Nursing course outlines, ensuring accurate and current information is available to students in a timely manner; coordinates with Program Heads and Program Assistants to validate data as needed;
- preparing course and program evaluation surveys and other specialized surveys using an online survey creation tool and collating and administering results for Program Heads;
- supporting department Council meetings by collating information regarding decisions and action items;
- acting as a representative of Specialty Nursing in various school-wide committees such as Marketing and Occupational Health & Safety;
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