Student Success & Academic Records Coordinator

Job Responsibility:

Location: Vancouver, BC Reports To: Director of Academic Programs/Executive Director Position Type: Full-Time, on-site Work Hours: Availability between 8:30 a.m. 9:00 p.m., Monday to Friday (specific shifts determined by departmental needs) Salary Range: $48,000 - $53,000/yr

Who we are:

Vancouver College of Counselling Training (VCCT) is seeking a highly qualified Student Success & Academic Records Coordinator to join our team of education professionals. As a Student Success & Academic Records Coordinator you will play a critical role in supporting our adult learners as they work toward achieving their educational and career goals as well as supporting the administrative staff.

Position Summary:

The Student Success & Academic Records Coordinator plays a vital dual role in supporting student well-being and academic achievement while maintaining high standards of academic recordkeeping and institutional compliance. This position bridges direct student services with backend academic infrastructure, ensuring students receive holistic support throughout their educational journey.

Key Responsibilities:

1. Academic & Personal Support

• Provide individualized advising for program planning, course selection, and academic success strategies.
• Monitor academic performance and develop intervention plans for at-risk students.
• Deliver trauma-informed, empathetic support on time management, stress, and personal wellness.
• Refer students to internal supports and external resources (e.g., community and mental health services).
• Collaborate with instructors and Director of Academic Programs to support learning accommodations and address concerns about student progress.

2. Career and Practicum Preparation

• Coach students on career readiness, resume/cover letter development, and LinkedIn optimization.
• Collaborate with the Practicum Coordinator to prepare students for placements.
• Facilitate workshops, mock interviews, and networking opportunities tailored to counselling-related fields.

3. Student Engagement & Retention

• Plan and deliver engagement initiatives such as orientation, peer support programs, workshops and wellness activities.
• Conduct student check-ins and satisfaction surveys to inform service improvements.
• Foster an inclusive, culturally responsive, and equitable campus environment.

4. Academic Records Management

• Maintain accurate, secure, and up-to-date student academic records in alignment with institutional and PTIB standards.
• Track attendance, grades, academic standing, and course completions across all program delivery formats.
• Coordinate grade submissions, manage official grade changes, and archive academic documentation according to retention policies.

5. Canvas LMS Administration

• Oversee setup and maintenance of Canvas course shells including syllabi, rubrics, attendance tracking, and grading systems.
• Support instructors in effective Canvas use through training, documentation, and troubleshooting.
• Conduct course audits to ensure compliance with VCCT and external regulatory requirements.

6. Quality Assurance & Compliance

• Ensure academic documentation meets standards required by PTIB and other regulatory bodies.
• Prepare compliance and inspection reports as needed.
• Collaborate in developing academic documentation protocols and institutional policy.

7. Administrative & Communication Support

• Use Microsoft Outlook and Office Suite to coordinate schedules, track deadlines, and maintain academic workflows.
• Respond professionally to student and faculty inquiries using VCCT-approved communication channels (e.g., email, Teams).
• Track support metrics and report outcomes to the Director of Student Services and Academic Programs.

8. Professional Conduct & Institutional Alignment

• Uphold cultural humility, professionalism, and ethical best practices in all interactions.
• Maintain confidentiality, data security, and compliance with FIPPA regulations.
• Support onboarding and training for new instructional and support staff.

Required Qualifications:

• Bachelors degree in Education, Psychology, Counselling, Social Work, Records Management, or a related discipline (Masters preferred).
• Minimum 3 years of experience in student advising, academic recordkeeping, or post-secondary support roles.
• Familiarity with Canadian post-secondary systems, adult education principles, and regulated environments (PTIB, BCCSW, etc.).
• Advanced proficiency with Microsoft Office, Microsoft Teams, Outlook, and Canvas LMS or equivalent platforms.
• Exceptional organizational, interpersonal, and written communication skills.
• Demonstrated ability to maintain confidentiality and navigate high-volume environments.

Preferred Assets:

• Masters degree in a relevant field.
• Experience supporting diverse student populations, including international, mature, and returning learners.
• Knowledge of APA 7 formatting and academic integrity standards.
• Background in counselling, social services, or health-related education.

We appreciate all candidates' interest in this position. Only shortlisted applicants will be contacted for an interview.

VCCT is an equal opportunity employer and encourage applications from individuals who identify as Indigenous, racialized persons, persons with disabilities, women, LGBTQIA2S+, and those from historically marginalized communities to apply. We seek to hire individuals with diverse characteristics, background and perspectives. We strongly believe that world class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion and disabilities but enrich itself through these differences.

VCCT is committed to providing employment accommodations to job applicants with disabilities throughout the recruitment process, please notify us and we will work with you to meet your needs.