Student Supports Intake Coordinator

Job Responsibility:

Please see Special Instructions for more details.

• A strong internal candidate has been identified.
• All employees in this position are required to provide a satisfactory Check in accordance with the Polytechnic's Criminal Record Check Policy prior to the start of their employment. The Check must be dated no more than 90 days prior to your start date.
• This position is conditionally funded and does not qualify for conversion under the AUPE Collective Agreement.

Posting Details

Position Information Position Title Student Supports Intake Coordinator Position Summary The Student Supports Intake Coordinator, reporting to the Associate Dean of Student Supports, is part of the Student Supports team at Red Deer Polytechnic. Student Supports works to cultivate mental health and overall well-being within the RDP learning community through counselling, capacity building, stigma-reduction, accessibility and inclusion services, skill building, promotion, and education. The Student Supports Intake Coordinator provides initial case management for students who may have complex needs. This position may also provide stewardship and direction to all individuals who are working with these students so that support is made available in a timely, effective, and efficient manner. Working in collaboration with Counselling and Accessibility Services, primarily, the incumbent plays an integral role in supporting the success and retention of Red Deer Polytechnic students as the first point of contact for students seeking various supports. Through assessment of the referral information and collaboration with the student, the Student Supports Intake Coordinator will complete an assessment of risk, triage, and respond to the referral quickly and appropriately. They will provide resources, initial supports, and/or a referral to another department, organization, or professional. Case management and follow up are also completed, as appropriate. Position Responsibilities Student Supports Intake

• Working in collaboration primarily with Counselling and Accessibility Services, this is the first point of contact for students seeking various supports and services across the Polytechnic.
• Assess and determine the level of risk or concern shared within each referral form and on an ongoing basis with the student, noting changes in baseline behaviour. Respond quickly and appropriately to any risk to self or others (e.g., consult, call 9-1-1, call Security)
• Be involved in a student's Circle of Care and Support Plan, as needed, and help identify if a student needs to engage in this process
• Provide services following a Stepped-Care Model (e.g., delivering and monitoring services so the most effective, yet least resource-intensive supports, are provided)
• Engage in debriefings and case consultations
• Coordinate internal (Polytechnic) and external (community) referrals as appropriate
• Provide information to the student regarding their role and responsibilities and next steps; ensuring timely follow up when warranted
• Respond to general and support-related inquiries made in-person, by phone, mail, or email by providing accurate information or direction (e.g., registration process, obtaining documentation, Access+, funding inquiries, Schedule 4 reconciliation)
• Monitor all Counselling Services and Accessibility Services email inboxes
• Maintain knowledge of software systems, databases, and online platforms such as Clockwork, Banner, etc.
• Gather additional information about the referral through conversational interviewing and utilizing the Intake Form as a guide
• Ensure appropriate and ongoing informed consent of the student
• Maintain strict confidentiality with respect to students; upholding the ethical standards and practices outlined by RDP policies, FOIP, and provincial legislation
• Consult when ethical decision making is warranted
• Engage with students in a manner that is culturally humble and empowering
• Support the development of self-advocacy skills for students
• Provide the student with the appropriate documents when referring to an RDP service area
• Provide back up support to complete Schedule 4 funding applications as well as the initial steps of obtaining assistive technology (e.g., provide the self-assessment, alternative format text information and links)
• Foster an atmosphere of trust, transparency, and integrity

Data Management

• Create data reports from the two Clockwork Databases, the OQ45.2, and/or Banner at the request of the Associate Dean, Student Supports
• Understand the significance of the data collected and summarize the results
• Assist with student account creation in the Clockwork 5 database, including scanning and uploading required documents and information into the system
• Tracking and securely storing referral and intake documents
• Collaborate on and provide input for service, referral, intake forms, information documents, and website revisions and/or updates
• Develop and maintain positive relationships with internal and external professionals to collaborate and share information about the appropriate resources and referral processes for students
• Maintain an updated resource list for student referrals
• Document point of contact interactions, case notes, and student file information, following FOIP guidelines and other legal requirements
• Fulfill documentation requests from prospective, current students, or alumni
• Retrieve confidential information from the Office of the Registrar's student information system (such as Banner)

Monitoring and Responding to Referral Forms

• Monitor all incoming referral forms, assessing risk, and responding in a timely and appropriate manner (e.g., consultation, outreach)
• Ensure that the responsibility of referral form monitoring is made clear and in writing when it is necessary to delegate this task to an appropriate colleague
• Edit and troubleshoot the referral form, bounce-back emails and the referral form process
• Gather and corroborate the information from the referral form through use of Banner, Clockwork, or other means as needed, to confirm accuracy
• Educate staff, students, and faculty and building capacity around the referral form and the referral process

Administrative Duties

• Support the coverage of the administrative assistant position as required
• Provide information on disability-related funding from several external and internal sources and assist students in navigating funding resources
• Support billing for students who receive disability-related funding and ensure services billed do not exceed the funding agreement from Student Aid through submitting of invoices to Finance and students as applicable

Continuous Growth and Acquisition of New Skills

• Demonstrate willingness to adapt the role over time with increased exposure and experience
• Actively participate in training and professional development activities as they become available
• Seek learning opportunities from other staff in the service areas of RDP and the Division of Student Experience to increase knowledge of services and can provide initial support and triage to students, faculty, and staff
• Actively acquire knowledge and regularly familiarizes self with policy and procedure in order to meet user needs immediately without misleading or misdirecting students to services
• Keep updated on Alberta and Canadian Human Rights legislation, and best practices in Post-secondary student services

Required Qualifications

• Four (4) year undergraduate degree, or three (3) year undergraduate degree plus one full additional year of University in a related program representing four years of study or equivalent in Bachelor of Social Work (most relevant), but will consider Bachelor degree in Psychology, Health Sciences, Nursing, or equivalent
• Minimum of two years of front-line experience in a mental health/counselling/accessibility or disability services environment
• Experience in assessing risk and student needs and utilizing the information to triage student referrals and respond in a timely and appropriate manner
• Demonstrated capacity to exercise sound judgement in sensitive situations ensuring confidentiality, integrity, diplomacy, professionalism, and tact at all times
• Demonstrated ability to be confident, calm, and able to manage difficult and highly sensitive conversations
• Proactive, creative, resourceful, and solution-focused
• Excellent oral and written communication skills with ability to change approaches, based on student need, to engage with them effectively and professionally
• Proficiency in Microsoft Office Suite, and student/client database software
• Demonstrates strong sense of empathy and ability to connect and relate well with diverse students
• Current knowledge and experience in supporting students in crisis and working with a team in supporting students in the aftermath of a critical incident
• Demonstrate strong interpersonal communication with learners from diverse backgrounds including cultural, gender diversity and inclusion
• Ability to work independently and as a team member in an efficient and effective work environment
• Problem-solving attitude to approaching issues, exercising good judgement and ethical decision making

Preferred Qualifications

• Non-Violent Crisis Intervention, Suicide Intervention, Mental Health First Aid considered an asset
• Experience using student information systems an asset

Salary or Hourly?Hourly Salary Starting at $30.49 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 (RDP) is more than a post-secondary institution. It is a community of highly dedicated and skilled faculty, staff, learners, and partners who are making a positive impact on the world around us. Unbound by tradition, we are focused on producing the talent, solutions, and environments needed for Alberta's economy and society to thrive. 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 2025-A-077 Employment Type Term-Certain Part-Time Number of Vacancies 1 Desired Start Date 08/29/2025 Position End Date (if term-certain)06/30/2026 FTE .3 FTE Hours of Work 10.5 hours/week, hours will be scheduled during Monday-Friday, 8:30am-4:30pm. Some evenings and weekends may be required. Open Date 05/28/2025 Close Date 06/04/2025 Open Until Filled No Note to Applicant Red Deer Polytechnic fosters an inclusive learning and working environment where everyone can bring their full selves and share their unique talents. We are committed to being responsive to the evolving needs and expectations of our diverse community. To enrich the intellectual, economic, cultural, and social development of Central Alberta, we value the contributions of individuals with diverse perspectives and experiences. We encourage applications from Indigenous persons, Black and racialized persons, women, persons with disabilities, individuals of all sexual orientations, and persons of any gender identity or expression. Red Deer Polytechnic will provide job applicants with accommodations in accordance with the Alberta Human Rights Code. To request an accommodation, please contact Voir email sur ca.edajobs.com . All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Special Instructions to Applicants

• A strong internal candidate has been identified.
• All employees in this position are required to provide a satisfactory Check in accordance with the Polytechnic's Criminal Record Check Policy prior to the start of their employment. The Check must be dated no more than 90 days prior to your start date.
• This position is conditionally funded and does not qualify for conversion under the AUPE Collective Agreement.

Required Documents

• Cover Letter

• Resume

Optional Documents