Work Integrated Learning Administrative Officer

Job Responsibility:

Please see Special Instructions for more details.

• The start date for this position can be negotiated and will be dependent upon operational needs.
• This position is contingent on conditional funding and does not qualify for conversion under the Terms and Conditions of Employment.

Posting Details

Position Information Position Title Work Integrated Learning Administrative Officer Position Summary Are you looking for a position where you can make a difference for students? The team at Career Education and Experience Development welcomes you to join them in a term position until June 30, 2025. This is a great opportunity to be a part of a team that is working together to place students in work experience opportunities. The Career Education and Experience Development (CEED) Administrative Officer plays a key role in the success of CEED and student Work-Integrated Learning (WIL) experiences. The Administrative Officer is a part of a collaborative team that secures Work Integrated opportunities for students. The incumbent ensures complete and timely non-academic preparations, which includes (but is not limited to), the collection and/or audit of certifications, Police Information Checks, immunizations, consent forms. This position will monitor completion of additional training modules and requirements specific to the placement site and the administrative management of Student Placement Agreements. The Administrative Officer will provide administrative support to the office of Career Education and Experience Development. This position is responsible for providing WIL support to Schools of Community Health and Wellness, Education and Trades, Arts and Culture, Donald School of Business Science & Technology as well as divisions as required within RDP's WIL Strategic Plan. This position is complex due to the wide variety of programs, diversity of each program, program's governing disciplines, and program's partner agencies. The incumbent requires knowledge and discernment of which practice applies to applicable program and fine attention to the detailed actions required to adequately prepare students for each of their placements. Position Responsibilities Responsibilities include, but not limited to: Work Integrated Learning ( WIL ) Placement Experiences

• Meet the objectives in administering work integrated learning experiences for assigned programs and courses
• Determine the appropriate agency/site/unit/department initiate requests to sites, student eligibility, negotiate changes, monitor for declines/accepts, submit replacement requests for declines, follow-up on unanswered requests
• Maintain knowledge of placement requirements of external organizations and systems
• Gather, organize, and communicate relevant placement information to WIL Coordinator, faculty and/or course lead, as appropriate
• Initiate, verify, and maintain contractual affiliation agreements between RDP and practicum agencies following RDP policy and procedures
• Respond to placement questions or issues as appropriate, consulting with and informing WIL Coordinator as necessary

Placement Requirement Collection & Tracking

• Maintain thorough understanding of non-academic requirements by program
• Ensure that students in WIL sites have met agency non-academic practicum requirements prior to attendance at agency sites
• Complete audits and follow-up with students regarding outstanding requirements and escalate issues according to appropriate parties in compliance with policy and processes
• Collaborate with practicum agencies regarding compliance with practicum requirements

Agency Information Technology Access

• Ensure that students and faculty have the required and secure technology access to external agencies, corporate, and health services IT systems in accordance with agency processes and requirements
• Facilitate the process for required information for each student and instructor and provide information to placement agencies to initiate set-up of IT access account
• Collaborate and communicate with health services or other agencies to implement, maintain, and improve shared systems

Administration

• Provides administrative support to the Career Education and Experience Development Centre when required including but not limited to reception, meeting logistics, mail distribution, room bookings, stationary/office supply ordering/inventory, updating key department documents
• Maintains the general inbox to Career Education and Experience Development
• Maintains and updates procedures manual for the tasks and duties of the position department
• Provides coverage for other positions as necessary

Communication

• Establish and maintain positive relationships with representatives from work integrated learning agency partners to collaborate regarding placement processes, to plan for upcoming WIL experiences, and to maintain communication with WIL established sites.
• Participate in discipline-specific placement groups including activities such as attendance and participation at meetings
• Maintain an up-to-date inventory of potential placement sites for each program
• Receive and review practicum agency feedback and forward agency feedback to the appropriate person/s

Required Qualifications

• Two (2) years of post-secondary training, completion of a community college certificate in Office Administration or equivalent
• 2 - 3 years post-secondary experience
• Current knowledge and understanding of administrative processes used in the operation of a large organization and ability to apply that knowledge
• Demonstrated computer proficiency including Microsoft products (Outlook, Word, Excel, SharePoint, etc.)
• Analytical skills - collect and reconcile data from various sources
• Discernment - ability to know when to achieve results through initiative and when to escalate situations
• Attention to detail - keen eye for spotting errors or deficiencies
• Excellent written and oral communication skills combined with a strong focus on customer service
• Ability to work under pressure with the skills to prioritize workload and handle multiple tasks
• Strong interpersonal skills: ability to work in a cooperative team environment

Preferred Qualifications

• Experience in web-based software, HSPnet (training available on the job), MERX Contract Management System, DocuSign, AHS InSite an asset
• Some familiarity with healthcare disciplines, the various roles and types of workplaces, health science practicum education, and health information systems an asset
• Understanding of post-secondary education programs
• Experience with legal contracts and contract management systems

Salary or Hourly? Hourly Salary Starting at $27.15 per hour Benefits and Compensation Information An additional 15% of the hourly rate in lieu of vacation, statutory holidays and benefits. About Red Deer Polytechnic Focused on advancing the economic and social priorities of Alberta, Red Deer Polytechnic (RDP) provides more than 80 industry-relevant programs within a breadth of credentials to approximately 6,300 credit and apprenticeship students and 3,400+ learners with Continuing Education programming. With modern teaching and learning spaces, and state-of-the-art research and innovation centres in advanced manufacturing and energy innovation, the Polytechnic provides applied research opportunities, leadership in the social, economic, and cultural development of Alberta, and myriad lifelong learning opportunities. Red Deer Polytechnic's main campus is located on Treaty 7, Treaty 6 and Métis ancestral lands. This is where we will strive to honour and transform our relationships with one another. Whatever brings you to Red Deer Polytechnic, we are glad you are here. And we look forward to having you as a valued member of our polytechnic community. Posting Detail Information Competition Number 2024-A-106 Employment Type Term-Certain Full-Time Number of Vacancies 1 Desired Start Date 07/22/2024 Position End Date (if term-certain) 06/30/2025 FTE 1.0 FTE Hours of Work 8:30 a.m. to 4:30 p.m., Monday to Friday, 35 hours per week Open Date 07/04/2024 Close Date Open Until Filled Yes Note to Applicant To fulfill Red Deer Polytechnic's mission to enrich the intellectual, economic, cultural, and social development of Central Alberta, people representing diverse perspectives and experiences are required. We welcome and encourage applications from Indigenous persons, Black and racialized persons, women, persons with disabilities, persons with any sexual orientation, and persons of any gender identity or gender expression. Red Deer Polytechnic will provide job applicants with accommodations in accordance with the Alberta Human Rights Code. To request an accommodation, please contact View email address on ca.edajobs.com . All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Special Instructions to Applicants

• The start date for this position can be negotiated and will be dependent upon operational needs.
• This position is contingent on conditional funding and does not qualify for conversion under the Terms and Conditions of Employment.

Required Documents

• Cover Letter

• Resume

• References Names and Contact Information

Optional Documents