Administrative Coordinator - International Programs

REGENT CHRISTIAN ACADEMY

Position Title: Administrative Coordinator – International Programs

Regent Christian Academy Society serves children and families across our campus schools, online school, and early learning programs. We focus on strong academics, whole-child development, and a Christ-centred environment where students grow in character and purpose. Our teams work hard, care deeply, and move fast to support a growing and dynamic school community.

As a central division of the Society, Regent Christian Academy (RCA) is our flagship campus-based school, serving the community through our Sullivan and Cloverdale campuses in Surrey, BC. We bring the RCAS mission to life through a vibrant, in-person learning community where students from Preschool through Grade 12 engage in rigorous academics, competitive athletics, and the fine arts. At RCA, we are dedicated to fostering a safe and nurturing environment where classroom excellence and spiritual mentorship prepare students to lead and serve with integrity.

About Our International Programs

At Regent Christian Academy, our International Programs exist for a purpose far greater than welcoming students to Canada. We believe God has entrusted us with the opportunity to reach the nations by serving international students and families with excellence, integrity, and the love of Jesus Christ. Every interaction is an opportunity to extend Christian hospitality, build meaningful relationships, and create an environment where students feel welcomed, valued, supported, and at home.

The Administrative Coordinator – International Programs is more than an administrative role. It is a ministry of service. As one of the first people our international families will meet, this individual helps shape their experience from the very beginning. We are seeking someone who embraces our mission, demonstrates Christ's love through kindness, compassion, and excellence, and has a genuine desire to be a light to students and families from around the world while faithfully supporting the mission of Regent Christian Academy.

Reports to: Director of International Programs

Position Overview: The Administrative Coordinator – International Programs serves as the vital administrative anchor for the department. This role manages international student admissions, maintains departmental records, prepares financial documentation, and acts as the central point of contact for prospective international families, educational agents, and partner schools. Once a student has completed registration and all required documentation has been received, responsibility for the student's onboarding and ongoing support is transferred to the Student Success Lead. This position requires exceptional organizational skills, attention to detail, professionalism, confidentiality, and a commitment to providing outstanding customer service while supporting the mission and values of Regent Christian Academy.

Working Relationships: Collaborates daily with the International Leadership Team (Student Success, Camps, Program Development Leads), Accounting, Admissions, and external educational agents and international families.

Target Start Date: Immediate

Job Status: Onsite

Job Type: Full-Time, Permanent (Year-Round)

Schedule: Monday – Friday, 8:00 AM – 4:00 PM

Compensation: $45,000 – $48,000 / year

Work Location: Sullivan Campus Office (Surrey, BC)

Benefits: Extended Health & Dental, Pension plan available upon eligibility

Key Responsibilities & Core Competencies

Admissions & Registration

• Coordinate the international student admissions process from initial inquiry through enrolment.
• Process applications and ensure all required documentation has been received.
• Prepare Letters of Acceptance, contracts, registration packages, and admissions documentation.
• Coordinate student registrations and maintain accurate enrolment records.
• Maintain application timelines and communicate outstanding requirements with families and educational agents.
• Maintain accurate student records within MyEd BC, ISP Cloud, Google Workspace, and departmental databases.
• Ensure student files are complete before transferring them to the Student Success Lead.

Financial Administration

• Prepare and issue tuition invoices, camp invoices, and program invoices.
• Track tuition payments, deposits, and program fees.
• Monitor accounts receivable and follow up on outstanding balances in collaboration with the Accounting Department.
• Assist with accounts payable by preparing purchase requests, coding invoices, and maintaining expenditure records.
• Maintain accurate departmental financial records.
• Prepare financial summaries, payment reports, and cash flow information for the Director as requested.
• Support annual budgeting by providing historical financial information and administrative data.

Administrative Operations

• Provide administrative support to the Director of International Programs.
• Prepare reports, correspondence, presentations, contracts, and departmental documentation.
• Coordinate meetings, calendars, travel arrangements, and departmental schedules.
• Maintain electronic and paper filing systems.
• Order office supplies and maintain inventory.
• Assist with logistics for international camps, recruitment events, and departmental initiatives.
• Maintain departmental forms, templates, and administrative procedures.
• Perform general office administration duties as assigned.

Communications & Customer Service

• Serve as the primary administrative contact for prospective students, families, educational agents, and partner schools.
• Respond to inquiries regarding admissions, registration, tuition, and program information.
• Prepare routine communications and documentation for students and educational partners.
• Direct inquiries to the appropriate Lead or Director when required.
• Build positive and professional relationships with families and educational partners.

Records & Compliance

• Maintain complete and accurate student records, including admissions documents, contracts, custodianship documentation, emergency contact information, passport copies, study permits, medical insurance records, and payment records.
• Ensure documentation is organized, secure, and maintained in accordance with school policies and applicable privacy legislation.
• Transfer complete student files to the Student Success Lead once the admissions process has been finalized.

As a faith-based educational institution, RCAS hires staff whose beliefs and conduct align with our Christian mission, values, and Statement of Faith. This role requires a genuine and reasonable occupational requirement (GOR) for the employee to affirm and support RCAS’s Christian beliefs and actively participate in a Christian church community. RCAS is committed to fair and equitable hiring practices within the scope of this requirement. Qualified candidates who meet these criteria are encouraged to apply.

Requirements & Qualifications

• High school diploma; post-secondary education in Office Administration, Business Administration, Accounting, or a related field is preferred.
• Minimum one year of administrative or office experience, or an equivalent combination of education and experience.
• Excellent organizational, communication, and customer service skills.
• Strong attention to detail and ability to juggle shifting priorities in a fast-paced environment while meeting deadlines
• Technological Proficiency: Fluency with office software (like Microsoft Office or Google Workspace) and digital project management or scheduling tools.
• Ability to maintain confidentiality and professionalism.
• Successful Criminal Record CHECK.
• Genuine commitment to the RCAS Christian mission, values, and Statement of Faith.

Preferred

Preference will be given to candidates with one or more of the following:

• Proven experience as an administrative coordinator or in another relevant administrative role in an educational setting or with international programs is preferred.
• Experience coordinating student admissions, applications, registrations, or enrolment processes.
• Experience issuing invoices and supporting accounts receivable and accounts payable functions.
• Experience working with MyEd BC, ISP Cloud, or similar student information systems.
• Experience working in an independent school or post-secondary educational environment.
• Experience working with educational agents and international families.
• Proficiency in a second language, particularly:
• • Mandarin
  • Japanese
• Demonstrated cross-cultural awareness and sensitivity.

Application Instructions & Requirements: To apply, please submit the following:

• Resume: Detailing your relevant professional experience and qualifications.
• Cover Letter: Please address your interest in the position and specifically confirm your alignment with the RCAS Statement of Faith.
• Statement of Faith: A separate one-page document (or integrated into your cover letter) detailing your personal Christian testimony and how it informs your work in education.
• Pre-screening Question(s): Please provide your answers to the application questions in a separate document or directly to the job portal if available.

Have you reviewed RCAS’ Statement of Faith, and are you able to work in alignment with it? It can be found here

Please provide a brief statement describing your own Christian faith journey or perspective and how it shapes your work.

Please describe how you currently live out your Christian faith in your daily life and community.

Why are you interested in this role at RCAS?

Please note: Providing answers to the pre-screening questions is an essential step toward moving your application to the next stage.

Pastoral Reference: Please note that a reference from your current Pastor or ministry leader will be required if you are shortlisted for an interview.