Job Description

Location:

Vancouver, BC

Reports To:

Director of Academic Programs/Executive Director

Position Type:

Full-Time

Work Hours:

8:30 a.m. 5:00 p.m., Monday to Friday, in-person

Salary Range:

$50,000 - $55,000/yr

About VCCT:

Vancouver College of Counsellor Training (VCCT) is a private career college that specializes in counselling and mental health education. We are committed to delivering high-quality training both in-person and through distance education, supporting students from all walks of life on their path to meaningful careers in helping professions.

Position Summary:

The Education Records & Operations Coordinator is responsible for maintaining accurate academic records and supporting the coordination of online learning for students enrolled in distance education programs. This dual-role position is integral to ensuring smooth administrative operations, regulatory compliance, and a seamless virtual learning experience for students.

Key Responsibilities:

1. Academic & Personal Support

Provide individualized advising for program planning, course selection, and academic success strategies. Monitor academic performance and develop intervention plans for at-risk students. Offer trauma-informed, empathetic support on time management, stress, and personal wellness. Refer students to internal supports and external community-based or mental health resources. Collaborate with instructors and the Director of Academic Programs to support learning accommodations and resolve academic concerns. All other duties as assigned by the Director of Academic Programs/Executive Director, as needed

2. Student Engagement & Retention

Organize and deliver student engagement initiatives such as orientation, peer support programs, wellness activities, and academic workshops. Conduct student satisfaction check-ins and surveys to inform improvements in support services. Foster an inclusive, culturally responsive, and equitable learning environment.

3. Academic Records Management

Maintain accurate, secure, and up-to-date academic records in compliance with PTIB, and institutional policies. Track attendance, grades, academic standing, and course completions across all delivery formats. Coordinate grade submissions, manage official grade changes, and support graduation audits. Process student registrations, withdrawals, transfers, and transcript requests. Assist in preparing enrollment letters, completion certificates, and documentation for audits and inspections.

4. Distance Education & Canvas LMS Administration

Set up and maintain Canvas course shells with syllabi, rubrics, gradebooks, and attendance tools. Provide technical and administrative support to online instructors and students. Troubleshoot access issues, monitor student engagement and participation, and escalate concerns when needed. Support onboarding and navigation tutorials for new students and faculty using the LMS.

5. Quality Assurance & Compliance

Ensure all academic documentation meets PTIB and other regulatory standards. Contribute to institutional audits, inspections, and compliance reporting. Assist in policy development and refinement of academic and records protocols.

6. Administrative & Communication Support

Respond to faculty and student inquiries with professionalism via Teams, Outlook, and other VCCT-approved platforms. Use Microsoft Office and internal systems to coordinate schedules, track tasks, and manage academic workflows. Maintain clear records of advising sessions, interventions, and support metrics for reporting.

7. Professional Conduct & Institutional Alignment

Demonstrate professionalism, cultural humility, and ethical integrity in all interactions. Maintain confidentiality, ensure data security, and comply with institutional privacy practices. Support onboarding and mentorship for new instructional and student support staff. Present a professional appearance, including appropriate business or business-casual attire, when teaching on campus or representing VCCT. Adhere to VCCTs policies, values, and mission in all instructional and collegial responsibilities. Respond to emails in a professional and timely manner, typically within 12 business days

Required Qualifications

Bachelors degree in Education, Psychology, Counselling, Social Work, Records Management, or a related discipline (Masters preferred). Minimum 3 years of experience in student advising, academic administration, or post-secondary student services. Familiarity with Canadian post-secondary systems and private career college regulations (PTIB,). Proficiency with Microsoft Office Suite, Canvas LMS, Teams, and student information systems. Excellent communication, organizational, and problem-solving skills. Proven ability to work independently in a fast-paced, high-volume environment. Understanding of confidentiality regulations and data management best practices.

Preferred Assets

Masters degree in counselling, education, or a related field. Experience supporting diverse populations including international, mature, and returning students. Knowledge of APA 7 citation style and academic integrity standards. Experience in counselling or social services settings. Familiarity with LMS platforms such as Moodle, Brightspace, or similar.

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.