Posting Number

Posting Number

SS0647

Position Information

Division

Health & Human Services

Department

Health and Human Services

Supervisor Title

Dean, Faculty of Health & Human Services

Location

Comox Valley(CV)

Posting Type

Internal/External Posting

Position Status

Temporary

If Others, please specify

Desired Start Date

01/05/2026

Position End Date (if temporary)

12/18/2026

Weekly work schedule (please indicate the start and end times for each day of work)

14 hours per week
Days and hours to be determined upon hire

%

40%

Pay Grade

I: $31.47 - $33.38

Position Summary

Reporting to the Dean, Faculty of Health & Human Services, and under the direct supervision from the Senior Administrative Specialist working within a framework of established policies, procedures, the Faculty of Health and Human Services Practice Placement Assistant position works collaboratively with the Faculty of Health and Human Services (HHS) Associate Deans, departments, support staff, and the HHS Practice Placement Coordinator (PPC) to provide ongoing administrative support to the in the planning, coordinating, and evaluation of student practice experiences.

Position Competencies

• Job Knowledge

• Judgment

• Teamwork

• Planning & Organization

• Customer Service Excellence

• Communication & Interpersonal Skills

Duties & Responsibilities

1. Develop, implement, and evaluate best practices for departmental placement request setup and entry in the HSPnet database.

2. Collaborates and supports the Practice Placement Coordinator (PPC) to review new placement grids and verify alignment with agency requirements. Identify any discrepancies and liaise with the PPC to address them, mitigating the risk of request declines or cancellations.

3. Based on finalized placement grids provided by the PPC ensures the complete and accurate entry of data into the HSPnet system.

4. Drafts comprehensive placement requests to external agencies on behalf of the HHS Practice Placement Office and updates the database and placement grids based on responses from destination contacts. Maintains strong relationships with practice partners, serving as the primary point of contact for the HHS Practice Placement Office to efficiently manage initial inquiries and redirect them as needed.

5. Monitors the database for updated request status and refers placement conflicts and declines to the PPC in a timely manner. Updates the placement grid with the required changes.

6. Coordinates and facilitates the onboarding process for instructors and students at Island Health Authority (IHA), which encompasses managing registration for IHA Windows accounts, intranet access, Medication Dispensing Systems access, proximity access card activation, and issuance of photo IDs. Provides troubleshooting support for account-related issues, actively collaborating with IHA personnel to resolve them and escalating when necessary.

7. Orientation for faculty and students to HSPnet and IHA onboarding processes. Orientation includes in class presentation to students, one to one orientation and written documentation sent to students and faculty to provide a comprehensive overview of HSPnet.

8. Collaborates with agencies, the PPC and faculty in coordinating required agency practice training requirements.

9. Works with the PPC and faculty to ensure thorough recordkeeping of required centralized practice requirements.

10. Develops and maintains additional databases as needed to support the work of placements e.g. affiliation agreement database and additional reporting to support the PPC process.

11. Provides support to the PPC in developing and disseminating information to agencies and summarizing return information as appropriate. Participates in the development and implementation of placement evaluation strategies to support the PPC with placement evaluation feedback.

12. Engages in ongoing training relative to practice placement technical tools, continuously seeking opportunities to streamline processes and improve efficiency in placement request workflows.

13. Collaborates with the HHS Program Assistant to support student placements (e.g. preceptor reports/letters, student proximity cards and tracking, photo ID, and tracking of practice related information, HSPnet consent forms).

14. Provides faculty procedural training and orientation of course practice placement grids.

15. Provides faculty and student orientation and training to HSPnet and Island Health access.

Required Education & Experience

1. Requires a two-year post-secondary diploma in Office Administration or Business Administration.

2. Extensive experience and knowledge in data management preferred.

3. Minimum of three (3) years related office experience in post-secondary or related health care experience.

4. Experience working with complex databases, spreadsheet reporting programs, and project management.

5. Experience with HSPnet is preferred.

Required Knowledge Skills & Abilities

1. Advanced level of proficiency in MS Office: Excel, Access. and database development

2. Demonstrated ability working with a large database system. Familiarity with HSPnet database is an asset.

3. Advanced organizational and time management skills with the ability to plan and prioritize tasks efficiently multi-tasking and prioritizing to ensure quality of work while meeting strict deadlines.

4. Ability to work independently, display initiative, and apply effective critical, analytical, and lateral thinking to solve problems demonstrating autonomy in a self-directed work setting as well as collaboratively as an effective team member.

5. Excellent verbal and interpersonal skills with the ability to communicate professionally and effectively with individuals within the College and externally.

6. Adhering to strict confidentiality and security protocols when handling sensitive information or managing HA regulations, including pre-placement requirements and proximity access cards.

7. Ability to accept personal responsibility to ensure quality of work, attention to detail, and ongoing learning.

8. Advanced organizational and time management abilities, enabling efficient planning and prioritization of tasks while effectively managing multiple responsibilities concurrently.

9. Capacity to be dynamic and flexible based on needs of the PC, faculty, students, and external partners.

10. Work in a solution focused manner and anticipate needs of the PC, faculty, and students. Skilled in written communication, adeptly articulating placement particulars with precision and accuracy.

11. Demonstrate ability to gain and maintain credibility with colleagues and capable of working both independently and as part of a team.

12. Knowledge of the College’s policies, procedures, and educational operations and of the BC post-secondary system is an asset.

13. Handling all documents, including confidential materials and information in accordance with college policies and Freedom of Information and Protection of Privacy Act (FOIPPA).

14. Keyboarding speed of 60 wpm.

Special Instructions to Applicant

Please scan copies of your transcripts into one document for attachment. If your transcripts are not available at the time of application, please attach a letter or certificate of confirmation from the educational institution.

Posting Detail Information

Posting Open Date

11/25/2025

Posting Close Date

12/01/2025

Open Until Filled