The Coordinator, External Agreements is a member of the Strategic Partnerships team, reporting to the Manager, Partner Relations. As the main point of contact for prospective partnership students and external partnership contacts, the Coordinator, External Agreements provides advising and support around our formal partnership agreements, including but not limited to, program admission, articulation agreement details, resolution of partnership student concerns and general Open Learning course and program information. The Coordinator is also responsible for supporting the recruitment, prospective student engagement and administration in relation to partnership agreements, along with reporting on the effectiveness of such initiatives annually. Finally, this position will also support departmental projects as needed by the Manager, Partner Relations, in support of formal partnerships.

MAJOR DUTIES & RESPONSIBILITIES

• In consultation with the Manager, Partner Relations plan, organize and attend annual partnering institution recruitment events across Canada, including appropriate follow up with contacts made through recruitment events. Coordinator will also attend on-campus events as needed.

• Develop an annual plan to meet yearly recruitment and conversion goals that align with the Strategic Enrolment Management plan and goals for Open Learning as it relates to institutional partnerships.

• Prepare and deliver effective recruitment presentations for students and staff at partner institutions. This includes scheduling, confirming visits, making travel arrangements, shipping materials, collecting and recording prospective student information.

• Liaise and coordinate with external partners and various internal stakeholders to ensure that contractual obligations are properly executed and achieved within contractual milestones and deadlines, including marketing campaigns and promotional initiatives.

• Respond to various inquiries and resolve a wide range of issues put forth by partners, students, and internal stakeholders including confidential, personal, and financial information.

• Support initial development of partnership student program/course cohorts as required, including support with program delivery proposals, including general program advising and details on program admissions with potential students and community partners before providing warm hand off to relevant internal departments.

• Advise prospective OL partnership students on academic offerings, admission requirements and formal agreement details. Advising may take place at in-person events as well as through telephone, electronic mail or other digital platforms.

• Conduct appropriate follow up with contacts made with prospective students during partnership recruitment events. Monitor, track, and report on partnership recruitment activities and enrollment data, to determine where resources are best allocated and make recommendations to the Manager, Partner Relations on future recruitment initiatives.

• Develop, distribute and track a variety of correspondence, reports, and statistics to external and internal clients (e.g.: annual partnership reporting, monthly partner reporting, monthly and annual departmental reporting, and inter-departmental reporting as needed).

• Support and maintain a partnership records management system (JIRA), to track administration around partnership agreement files, some containing confidential and/or sensitive material.

• Work collaboratively with a range of prospective and current partner organizations to improve domestic student recruitment activities.

• Support and monitors departmental projects (Articulation Agreement administration, progress reports on partner marketing initiatives etc.).

• Represents OL on committees or working groups related to student recruitment.

REPORTS TO
Manager, Partner Relations

QUALIFICATIONS

EDUCATION:

• A 4-year Bachelor’s degree from a recognized post-secondary institution

EXPERIENCE:

• Three (3) years of related experience in a post-secondary environment or similar educational environment

• Experience with student support, project management, educational program advising, event planning, and public speaking and/or group facilitation

• Experience dealing with customers professionally, on the telephone, via email, virtually and in person

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Ability to deal courteously and tactfully with all internal and external stakeholders and culturally diverse audiences, in a respectful and effective manner

• Maintains and contributes to a positive and respectful workplace environment

• Excellent organizational and time management skills

• Ability to exercise independent decision making and initiative

• Excellent attention to detail and flexibility in setting priorities and meeting deadlines with minimal supervision

• Analytical skills with reporting systems (Tableau, Google Analytics)

• Working knowledge of relational databases (Banner), Microsoft Office (primarily Excel and Word), and Outlook or similar e-mail communication system and virtual meeting software (MS Teams, ZOOM)

• Demonstrated ability to conduct effective presentations

• Ability to travel, independently, for extended periods of time, by road and air travel

• Valid Class 5 BC Driver’s license with no restrictions that would prevent incumbent from required travel

• Ability to coordinate office workload, complete and coordinate necessary planning and communication tasks while travelling

WORKING CONDITIONS

• Extensive travel required within Canada. This position will spend a significant amount of time off-campus visiting schools and attending education/career fairs.
• Standing for long periods of time on concrete floors during education/career fair events
• Repetitive lifting and carrying items weighing up to 20 kg (up and down school and event centre stairs, in and out of vehicles, through inclement weather, etc.)
• Sitting at a desk and computer for long periods of time; contact with staff and customers; general office conditions
• Flexibility in work hours; some evening and weekend work required