Part-Time Continuing Education Program Coordinator

Please Note: If you are a current Algonquin College employee, apply to this job via the Workday application.
Department
Academic Access Centre (Alana Anderson)
Position Type
Part-Time Support
Salary Range
$35.74-$41.42-Hourly
Scheduled Weekly Hours
24
Anticipated Start Date
September 11, 2023
Length Of Contract
N/A
Posting Information
Employees who are part-time internal candidates, as defined by the Part-Time Support Collective Agreement, will be given first consideration.
Posting Closing Date
August 13, 2023
Please note: jobs are posted until 12:01 am on the job closing date.

• Please note that applicants must submit their application by the evening before the closing date mentioned above. The posting closes at 12:01am on the morning of the closing date***

The Continuing Education Program Coordinator is a key member of the Academic Assistance for Adults with Developmental Disabilities (AAADD) team. The incumbent is responsible for working closely with the Chair to plan and evaluate the AAADD program as a whole. The incumbent is responsible for overseeing student recruitment and administrative operations of AAADD, program development for AAADD’s Summer Camp as well as supervision of the Camp and the part-time Support Staff hired to assist with the Camp. In addition, the incumbent provides co-ordination services to various annual project deliverables and administrative support for these programs and activities. The incumbent works with the Chair, the AAADD team members, students and community partners to ensure the success of AAADD and the program’s students. The incumbent is active in the classroom on a day-to-day basis during the Summer Camp offering and from September to June when needed to serve as back-up for AAADD team members in the classroom (in-person or online).
Responsibilities
In consultation with the Chair and AAADD team members, plans and evaluates the AAADD program as well as develops and oversees the Summer Camp. This includes:
AAADD Program

• Leading class presentations to explain Student Council activities as well as other extracurricular activities.
• Providing regular assessment of students’ development and meeting with parents, social workers and/or counsellors to discuss future goals.
• Acting as a substitute for other team members as required for in-class delivery (online and in-person).
• Evaluating what AAADD offerings should remain or be discontinued on a year-to-year basis as the result of admissions analysis.
• Preparing/organizing annual program survey and open house to gather feedback on program for review and consideration by Chair and team members.

Summer Camp

• Overseeing the additional evaluation of accepted applicants for the purpose of customizing the offerings to best meet the applicants needs.
• Developing the complement of offerings for the Summer Camp.
• Overseeing the recruitment, evaluation and acceptance of applicants.
• Overseeing the delivery of the Summer Camp offerings including supervising the part-time Support Staff hired to support the camp.
• If applicable, working with Algonquin’s post secondary Therapeutic Recreation (TR) education program to recruit TR students to assist with the Summer Camp.

Program Administration

• Liaising with the Chair and the Budget Officer to ensure AAADD operates within its annual budget targets.
• In consultation with the Chair and team members, developing the annual program calendar which includes term start and end dates, Christmas and March Breaks as well as special events such as Open House, Circle of Friends and the year-end party.
• Directing Registrar’s Office on when to either encumber a student file or remove an encumbrance.
• Resolving conflict in fees assessments, referring to Chair when appropriate.
• Where needed, liaising with other Algonquin departments to determine applicant eligibility in special circumstances (for example, the Centre for Accessible Learning).
• Preparing the Verification of Education forms allow for the release information in compliance with FIPPA Freedom of Information and Protection of Privacy Act.
• Advising students of the College’s withdrawal/refund policies and suggests alternate course of action.
• Tracking and analyzing admission activity to identify trends.
• Registering students into the appropriate courses.
• Ensuring that students pay tuition and fees on time and, if they do not, consulting with the Chair to determine most appropriate course of action.
• Maintaining accurate student files and records.
• Preparing and distributing all required forms to incoming students (e.g. personal information packages, registration forms).
• Entering student registration information in the student information management system (GeneSiS).
• Assisting students/families to complete all necessary College forms including forms for Financial Aid Services.
• Creating and updating staff and student schedules, class attendance and student lists (not provided by GeneSiS).
• Monitoring each registration cycle on a regular basis to identify areas of process improvements to better support student and staff needs.
• Coordinating with staff in the Academic Access Centre office (J205) to ensure all AAADD courses (day and evening) are loaded for the fall, winter and spring terms.
• Scheduling and overseeing the assessment of potential students for suitability for AAADD, including making referrals to alternative programming or services based on testing results.
• Maintaining and managing the waitlist of eligible students and contacting students on the waitlist when seats become available to ensure all seats are filled at all times.
• Entering fee deferrals in GeneSiS or receiving student payments for tuition and submitting them to the Academic Access Centre office (J205) for processing.
• Meeting with students/families on registration days.
• Preparing appropriate correspondence for a variety of activities, including government agencies and legal firms.

Student Recruitment

• Executing and evaluating student recruitment campaigns to ensure AAADD reaches its enrolment targets and achieves student success.
• Representing AAADD and making presentations at special events/activities organized by schools and relevant community agencies to increase AAADD exposure and enrolment.
• Developing and maintaining close links with schools and relevant community agencies across the Ottawa region and Canada, to increase referrals to AAADD.
• Generating reports from system in support of phone campaigns, strategic enrolment management initiatives, requests from Academic Departments, etc.
• Serving as the first point of contact for enquiries about AAADD, providing information by phone, email or face to face about eligibility, course content, scheduling, student funding options and the waitlist.
• Developing AAADD marketing materials and planning student recruitment campaigns in consultation with the Chair, team members and the Faculty Marketing Specialist.

Student Support

• Participating in all Student Council activities;
• Attending team and staff meetings to discuss the program and the records of individual students;
• Holding regular meetings with the Student Council members: Supporting and guiding them through decision processes, and assisting them in preparing materials for their peers;
• Maintaining the AAADD Student Council budget with the assistance of the Student Council Treasurer and the AAADD budget officer;
• Promoting the physical, social, emotional and intellectual development of students, and maintaining a positive ongoing communication and liaison with parents, social workers and/ or counsellors as well as identifying needs;
• Assisting Student Council members with presenting activity details to their peers in class, ensuring that all information is clear, adding details as needed;
• Other duties as assigned.
• Working with the student, the family and/or guardian, and/or community agencies and/or College resources and external community resources as needed (i.e. counselling services, security services, Ombudsperson, Catholic Family Services, Y’s Owl, Tamir Foundation, Doctors, Psychiatrists, Psychologists, Speech and Language Pathologists etc.) to ensure the success and wellbeing of AAADD students;
• Observing students for signs of illness and/or behavioural changes and takes necessary action;
• Providing first aid in emergency situations, according to policies and procedures;
• Leading the elected Student Council in order to help students plan and organise extracurricular activities such as: bake sales, outings, Christmas and end of year party;
• Participating in case conference on student issues;

Required Qualifications

• Minimum of five (5) years working in programs for students with developmental difficulties, including developing, implementing and evaluating educational programs;
• Excellent attention to detail and organizational skills, including the ability to balance and meet simultaneous deadlines while working independently;
• Excellent interpersonal skills and experience working with people from diverse backgrounds.
• Excellent conflict resolution skills to diffuse situations before they escalate;
• Ability to use technology and software to communicate and track program needs; must have high level use of email, Word and Excel;
• Three (3) year diploma / degree or equivalent Developmental Service Worker Program, BA in Social Work or Sociology, a BEd, special education or equivalent with administrative experience;
• First Aid and CPR.
• Ability to communicate with a variety of people under tense, sensitive and possibly upsetting circumstances;
• Additional requirements obtained by course(s) of a total of 100 hours or less;

Anticipated Weekly Schedule
Monday to Thursday: 8:30AM – 2:30PM
Friday: 8:30AM – 12:30PM

• Vacancy is for P09184
• Position is paid at Payband I - Comparator

This position is subject to the terms of the Part-time Support Staff Collective Agreement: https://www.algonquincollege.com/hr/files/2019/06/2019-21-PT-Supp-Staff-CA_FINAL_EN.pdf
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 [email protected]. While we thank all those who apply, only those to be interviewed will be contacted.