Administrative Coordinator

Position Summary

Reporting to the Registrar, the College’s Administrative Coordinator is responsible for running an effective, proficient and modern office and providing comprehensive, confidential and proficient administrative support to the Registrar. The position provides additional support to the College Board, committees, or working groups as assigned. The incumbent will be responsible for receiving and processing applications for registration, licensure, and annual renewals; management of registration files and the registration database; and responding to inquiries regarding requirements for licensure. The incumbent will also be responsible for coordinating the College’s professional conduct process, including initiating and maintaining communication with parties; liaison with statutory committees; organizing investigative files; and preparing documents. This will require the Administrative Coordinator to be familiar with the Counselling Therapists Act, the Regulations, bylaws, and policies of the College. The Administrative Coordinator must possess the ability to work independently with minimal supervision as well as work cooperatively within a team environment with a diverse group of individuals. Familiarity with web page management, database management, and case management would be considered assets.

Areas of Responsibility

Regulatory Functions

  • As required, gather applicant registration/licensure documentation while ensuring document accuracy and compliance.
  • Forward all completed applications to the Registrar and/or Registration Committee for review and/or approval.
  • Process new registration approvals.
  • Process renewal applications, including verification of annual continuing education requirements.
  • Receive and process information from registrants with respect to the candidacy process.
  • Determine accurate licensure fees, forward invoices, and coordinate with the College’s bookkeeper with respect to payment.
  • Receive letters of complaint and forward to the Registrar for review.
  • As directed, send correspondence to complainants, respondents, and third parties.
  • Provide support in the investigative process, including responding to inquiries, scheduling meetings, and organizing documents and other evidence.
  • Ensure professional conduct outcomes are communicated as appropriate and monitor ongoing conduct files for compliance.
  • Provide administrative support as required in the disciplinary hearing process.
  • As directed, run reports on registrant status and update the College’s records.
  • Format and run additional reports as required.
  • Ensure the accuracy of the College’s Register and public facing Rosters.
  • Ensure the timely and accurate completion of any reporting requirements, including for the Fair Registration Practices Act Review Office, the Nova Scotia Departments of Health and Wellness and Labour & Advanced Education, as well as the Canadian Institute for Health Information (CIHI).

Operational Management

  • Process information that is received via mail and/or email.
  • Process the College’s outgoing mail.
  • Maintain and order office supplies and materials.
  • Maintain effective paper and electronic registrant and applicant records.
  • Maintain and update the College’s database as required.
  • Edit the College website and social media pages as required.
  • Create documents, forms and templates, as required.
  • Complete verifications of licensure/registration for College registrants as required.
  • Provide operational support to the Board and the College’s committees.
  • Develop directives for all processes involving the College’s database.
  • Coordinate Board and committee meeting dates, locations, as well as food if required.
  • Ensure Board and committee meeting materials are prepared and distributed prior to the meeting.
  • If directed, attend Board and committee meetings to record the minutes.
  • Ensure that applicant, registrant, public, and volunteer files are securely stored and privacy/ confidentiality is maintained.
  • Ensure the College’s office space is well maintained and secured when empty.

Communications

  • Effectively manage incoming phone calls, emails, and office visits.
  • Establish and maintain courteous and friendly relationships with applicants, College registrants and the public.
  • Establish good working relationships and collaborate with internal and external stakeholders as required.
  • Accurately prepare and distribute College documentation.

Other

  • Other related duties as determined by Registrar.

Knowledge, Abilities and Skills

  • A graduate of a recognized post-secondary education program with a minimum of five years’ experience, or a combination of education and work experience.
  • Strong working knowledge in the Microsoft Office Suite of applications.
  • Ability to work with databases.
  • Excellent organizational, writing and communication skills.
  • Ability to work independently, with little direction and as a team member within a collaborative environment.
  • Ability to deal with confidential information with a high degree of judgment and discretion.
  • Ability to demonstrate a history of no offences, criminal or otherwise.

Remuneration

  • Based on qualifications and experience.

Expressions of interest with resume and cover letter to be sent to Matt Lafond, Registrar-NSCCT, registrar@nscct.ca