Location: Halifax Type of Contract: Permanent, Full Time Salary: $42,000 to £47,000 per annum depending on experience Who we are: Oxford International Oxford International Education Group is a renowned institution dedicated to providing exceptional educational experiences to international students. With a global presence and a commitment to academic excellence, we strive to empower students to achieve their full potential and thrive in a dynamic, interconnected world. We are proud of our culture and have recently been officially certified as a Great Place to Work ©!

Job Purpose The Administration Coordinator plays an integral role in enhancing the College’s exceptional student experience. This position will support the Enrollment Manager and Program Managers, to assist with Academics, Compliance, and smooth running of the programs.

Main Duties And Responsibilities General

• Uphold Oxford International rules, regulations, policies, procedures and standards at all times.
• Maintain current knowledge and skills as they relate to industry trends, issues, programs, etc.
• Support the front desk and respond to inquiries as needed.
• Assist with data entry overflow.
• Coordinate and assist with intake duties as needed.
• Ensure the premises are maintained in accordance with Oxford International Quality Standards; tidy and clutter free.
• Carrie out other duties as assigned by line management.

Operations & Business

• Support with the key elements of the Programs Business Plan and budget accordingly.
• Participate in any association work on behalf of the company when necessary or required if applicable.
• Ensure all inquiries/emails receive a response within one business day.
• Schedule external guest speakers, skills placements, mentorships, casual lab instructors, and casual skills placement instructors.
• Manage the scheduling calendar (requires high-level Excel skills).
• Assist with all new intakes, including preparing required paperwork and Moodle accounts, Student ID cards, and scanning and uploading student documents.
• Assist with payment plan and admissions process and learn required systems.
• Assist with scheduling of classes and teachers in accordance with enrollment and school budget.
• Ensure instructor resources, equipment, materials, and supplies are maintained and updated as required and in accordance with the school budget.
• Assist with maintenance of records for student attendance, grades, lab, and/or homework assignments.
• Build and sustain professional relationships with students, colleagues, community partners, and other stakeholders.
• Monitor students’ progress in placement settings.

Quality & Compliance

• Support Directors in ensuring all necessary associations, accreditations, licenses, civic, state, national, and international registrations, filings, other compliance requirement registrations are followed, and enforced for the programs.
• Stay current with PCC rules and requirements and ensure OI complies with all program standards and PCC regulations as outlined by the departments.
• Ensure proper measures are maintained to safeguard all students, staff, clients, and partners.
• Assist the Program Director to implement and monitor KPIs.
• Communicate collaboratively and pro-actively with internal and external program stakeholders.
• Coordinate and monitor student work placements, as required.

Student Support

• Ensure students from diverse ethnic and language backgrounds are welcomed and supported.
• Contribute to a healthy, secure, and safe learning environment both in the college and during placements.
• Respond to student inquiries in person, by phone, or via email in a timely and professional manner, providing accurate information or referring them to the appropriate staff member when necessary.
• Provide administrative support to students by preparing and issuing official documents such as enrolment letters, and academic transcripts.
• Maintain up-to-date records of all student documentation, ensuring confidentiality and compliance with privacy standards.
• Offer guidance and support to students navigating academic and administrative processes, helping them understand policies, deadlines, and program requirements.
• Assist with the successful execution of student orientations and graduations.

Person Specifications Qualifications

• Business Administration – or similar – Certificate (Required)
• Work experience in a similar position: 2 years (Required)
• Career College experience (Preferred)
• English (Required)

Skills Required

• Strong communication skills to engage a variety of stakeholders.
• Excellent problem-solving and customer service skills to resolve student inquiries promptly.
• Strong organizational and time management abilities; capable of managing multiple priorities.
• Familiarity with student management systems and Microsoft Office.
• Up-to-date knowledge of industry trends and best practices to improve the student experience.

This job description is provided as a guide to the role. It is not intended to be an exhaustive description of duties and responsibilities and may be subject to periodic revision. Oxford International is committed to safeguarding and promoting the welfare of children. Recruitment checks, including checks with past employees, are undertaken in accordance with our Recruitment and Selection policy. Oxford International is an equal opportunity employer. Every applicant and employee has the same opportunities regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status.