Job Title: Operations Coordinator
Location: Vancouver College of Counsellor Training
Employment Type: Part-time
Reports To: Operations Manager
Work Hours: Schedule to be determined by need, 20hrs/wk
Salary Range: $20-$23/hr

About Us

Vancouver College of Counsellor Training (VCCT) is a leading post-secondary institution in British Columbia specializing in counselling, mental health, and human services education. For over two decades, we have been dedicated to preparing students for meaningful careers that make a difference in their communities. Our programs combine academic excellence, practical training, and compassionate guidance to empower students to achieve their personal and professional goals. At VCCT, we pride ourselves on fostering a supportive, inclusive, and student-focused learning environment.

Position Overview

Operations Coordinator play a key role in supporting student success by managing student records, processing enrollment transactions, and ensuring accuracy and compliance in the student information system. This position provides frontline administrative support to students, faculty, and staff, ensuring smooth enrollment processes and accurate maintenance of academic records. The ideal candidate is detail-oriented, organized, and committed to providing excellent service in a fast-paced academic environment.

Key Responsibilities

Enrollment & Registration

• Process student applications, registrations, course changes, withdrawals, and transfers.
• Assist with scheduling and enrollment adjustments in collaboration with faculty and program staff.
• Monitor enrollment lists and support communication of deadlines and requirements to students.

Records Management

• Maintain and update accurate student records in compliance with college policies and privacy regulations.
• Generate transcripts, enrollment verifications, and letters of confirmation upon request.
• Ensure data integrity in the student information system (SIS).

Student Services Support

• Respond to student inquiries regarding enrollment, academic records, and registration policies.
• Provide guidance to students on processes related to program requirements, graduation eligibility, and documentation requests.
• Assist with orientation and registration events as needed.

Compliance & Reporting

• Ensure records and enrollment processes meet provincial regulatory requirements and accreditation standards.
• Assist with preparation of statistical reports, enrollment tracking, and government reporting as required.
• Support audits by maintaining organized and accurate records.

Collaboration

• Work closely with Admissions, Student Services, and Academic Departments to coordinate enrollment processes.
• Provide administrative support for Registrars Office initiatives.
• Contribute to process improvements and student service enhancements.

Qualifications

• Diploma or bachelors degree in business administration, Education Administration, or related field.
• Minimum 23 years of experience in student services, enrollment, records management, or administrative support (preferably in a post-secondary institution).
• Knowledge of student information systems and records management practices.
• Strong organizational skills with attention to detail and accuracy.
• Excellent communication and customer service skills.
• Ability to handle confidential information with discretion.
• Proficiency in MS Office Suite; experience with student databases (e.g., PowerCampus, Dayforce, or similar) an asset.

Core Competencies

• Accuracy & Attention to Detail Ensures records and processes are error-free.
• Customer Service Orientation Provides responsive and supportive service to students and staff.
• Confidentiality & Integrity Handles sensitive student information responsibly.
• Problem-Solving Effectively resolves student enrollment and records issues.
• Team Collaboration Works cooperatively with departments to support student success.

We appreciate all candidates' interest in this position. Only shortlisted applicants will be contacted for an interview.

VCCT is an equal opportunity employer and encourage applications from individuals who identify as Indigenous, racialized persons, persons with disabilities, women, LGBTQIA2S+, and those from historically marginalized communities to apply. We seek to hire individuals with diverse characteristics, background and perspectives. We strongly believe that world class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion and disabilities but enrich itself through these differences.

VCCT is committed to providing employment accommodations to job applicants with disabilities throughout the recruitment process, please notify us and we will work with you to meet your needs.