Apprenticeship Office Administrator

Job Description

GENERAL STATEMENT
Under the direction of the supervisor, the Apprenticeship Office Administrator is the first point of contact for all trades-related student issues in the School of Trades & Technology, working independently to ensure a wide range of services are provided to students, faculty, staff and sponsors (employers). The position ensures that high quality customer service levels are reached and the overall goals and objectives of the school are met. This position runs a complex office using independent judgment and prioritizes competing demands by utilizing effective time-management strategies and is a member of the school leadership team, participating in monthly Trade Chairs meetings. Weekly or overnight travel may be required.
TYPICAL DUTIES
• Provides students with current accurate information and assistance about programs, courses and services provided by Camosun, Industry Training Authority (ITA) and other trade organizations, such as Industry Training Organizations (ITO);
• Provides group orientations for all incoming trades and foundation students at the onset of each new session;
• Acts as a student advocate by maintaining close liaison with faculty and other responsible bodies on student related issues ITA, ITOs, other entities that play a role in trades training); advise and resolve student concerns and refer to other departments as appropriate;
• Provides interpretation of college and ITA policies and procedures for various trades training/foundation programs;
• Promotes trades training opportunities at monthly information sessions on campus; conducts onsite tours and participates in off-campus recruiting and responds to various enquiries;
• Supports the process and participates in the selection committees at various Corrections Canada institutions for the new intake of students in the Residential Construction Framing program;
• Updates faculty and staff on trades training initiatives that affecting programming; monitors enrolment and proactively identifies apprenticeship sections to adjust, cancel or overload;
• Trains Student Services Admissions staff located at Trades Apprentice office, coordinates apprentice and foundation program enrolment with Admissions/Registration; supports Chairs and faculty in resolving student, registration and scheduling issues;
• Coordinates and verifies the data entry of information into the ITA database and Colleague; provide applicable ITA database training and access for;
• Works with the supervisor and/or chairs to ensure that the college meets or exceeds the approved training plan and any other provision for additional seat allocations; recommends when new sections should be added to respond to market needs;
• Acts as principal contact with the ITA coordinators to resolve student related issues; schedule all trades exams (both on and off-campus); ensure correct procedures are in place for the administration of CofQ and IP testing; be proactive in resolving student certification issues prior to external invigilation;
• Completes timely and accurate entry of all trades training intakes on the Trades Consortium website and acts as primary contact with the ITA and Trades Consortium on any system-related problems or data errors;
• Acts as the student/employer link to both the ITA, Employment Insurance, as well as acts as resource and first point of contact for sponsors/employers interested in the apprenticeship program and facilitates scheduling for their employees;
• Maintains good communications and effective working relationship with the staff of secondary schools, other trades training providers and agencies;
• Develops and maintains an in-depth knowledge of trades training system in British Columbia and basic knowledge of the procedures for out of province recognition, referring students to relevant contacts as required;
• Working with the Chair, other department chairs and program leaders, participates in the development of the yearly training plan; compiles and verifies data required for annual ITA Trades Training Plan reconciliation;
• Acts as budget officer, administering and ensuring the ongoing maintenance of non-base contract training budgets; ensures processes, procedures, reconciliation and reporting requirements as outlined in individual contracts are met and kept on track; order textbooks, equipment and supplies and keep inventories as required to fulfill contractual agreements;
• Ensures office is open and functioning; provides basic instruction to students on how to access the ITA and other trade services on-line; create internal forms and information FAQ sheets; in coordination with Chair, update school web pages and print publications;
• Supervises and trains temporary support staff working in the trades office, as required;
• Performs other duties similar in scope and complexity.

Qualifications A college diploma such as business administration and six years of senior clerical and customer-service experience in a post-secondary environment, including familiarity working in a unionized environment, demonstrating an increasing scope of responsibility and independent decision making based on best practices, policies and procedures; experience in budget management; or an equivalent combination of education and experience.
• Excellent interpersonal and communication skills, problem solving, and customer service for to meet a diverse range of student, public, agency and staff inquiries with respect, confidence and tact.
• Superior abilities coordinating multiple projects and student related initiatives.
• Proven ability to work both as a team member and individually and meet time-sensitive deadlines.
• Knowledge of interventions and the support services available to students and faculty.
• Proficiency in working in a Windows/MS Office environment; advanced skills in Colleague; advanced data entry skills; basic knowledge of web and intranet software.
• Experience working in a confidential environment with FOIPOP.
• Must be able to clear a criminal record check as required by provincial and federal government and agencies (eg Corrections Canada)

Supporting Truth & Reconciliation Commission's Recommendations Capabilities The core capabilities are required for all positions at the college.

Focus on Students and Their Success (Core)
• We all have a role to play in promoting and supporting students – directly or indirectly – contributing to their success, education and transition as they build their path to the future.
Cultural Alignment (Core)
• Inclusion and respect align with Camosun’s traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.
Fostering and Nurturing Relationships (Core)
• Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.