Job Description

Position Details

Position Information

Position Title International Compliance and Administrative Officer
Posting Number 02002SA
Location New Westminster Campus
Grade or Pay Level S - Pay Level 15
Salary Range $56,606 annually (with wage increments to a max of $63,718 annually). Salary and wage increments are in accordance with the Collective Agreement.
Position Type Support Staff - Regular
Posting Type Internal/External
Regular/Temporary Regular
Employment Type Full-Time
Posting Category Staff
Start Date 10/02/2023
End Date
Day of the Week Mondays to Fridays
Shift N/A
Work Arrangements

This regular full-time (35 hours per week) position is available starting October. Regular hours of work are Monday to Friday, 8:30am to 4:30pm. Shift days and times may change depending on the Department\'s need. Occasional evening and/or weekend work may be required. The position is located at the New Westminster campus; however, successful candidate must be available for occasional work at the Coquitlam campus. Douglas College is committed to supporting a healthy work/life balance for employees. A modified/flexible schedule and/or hybrid work from home arrangement may be considered, subject to the terms of the College\'s Work From Home Policy.
What Douglas Offers

DO what you love. Be good at it. That\'s how Douglas College defines a great career. It\'s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC\'s Top Employers. We love what we do. And we\'re looking for passionate, motivated people to join us in making one of Canada\'s best colleges even better.
The Role

The International Compliance & Administrative Officer (ICAO) supports essential financial and compliance functions within Douglas International to ensure adherence to government regulations and accounting standards. The ICAO collaborates with education agents, insurance companies, administers Canadian Government compliance requirements for Immigration, Refugees, & Citizenship Canada reporting of student and work permits, undertakes financial coordination and troubleshooting related to international student and agent payments and refunds as well as maintaining project budgets. Provides administrative support to the International Office while providing exceptional client-centred service consistently to all stakeholders.
Responsibilities

1. Assists Management with agent recruitment, communications and financial oversight (Education agents represent Douglas College around the world).

a. Participates in the selection of new agents; assisting with interviews and reference checks

b. Consults with directors and managers regarding issuing agent contracts

c. Adds and verifies agent contact information in the Douglas College Customer Relationship Management (CRM) platform (Salesforce)

d. Activates/deactivates agent portal access and troubleshoots agent access issues

e. Ensures agent contracts are current, issues new contracts and certificates of representation

f. Maintains a database of agent contracts and representation agreements

g. Liaises with agents concerning performance and notifies management of agent issues

h. Verifies and reconciles commission invoices from agents and ensures timely payment each semester

2. Responsible for student compliance reporting to Immigration, Refugees & Citizenship Canada (IRCC) on a bi-annual basis to ensure that Douglas College international students conform to the requirements of international student study and work permits.

a. Gathers data, such as total credits and academic standing on all international students (3000+), identifies study and permit status and submits reports to IRCC by the bi-annual deadline

b. Liaises with IRCC representatives to ensure Douglas College is adhering to current regulations and answers IRCC questions

c. Identifies issues discovered during review, or by IRCC, and refers them to the Manager of International Student Services

3. Responsible for the daily financial administration of Douglas International; acts as the primary link with the Finance Department.

a. Conducts international student and agent account reconciliation and payment tracking

b. Prepares risk assessment profiles for approval of exceptions to fee payment policy

c. Reviews fee-payment deadline student non-compliance list and pro-actively communicates with students to avoid de-registration and study permit compliance issues where possible

d. Monitors and pursues student refund requests, and late and outstanding fee collection

e. Prepares internal transfers, invoices, cheque requisitions, expense claims, credit card reconciliations, honorariums, purchase requisitions

f. Provides monthly reports of expenditures for advertising/marketing/recruitment and agent commissions

g. Reviews project contracts and budgets for completeness of detail, accuracy of content and adherence to College policy. Identifies anomalies or discrepancies and follows up with relevant director or manager to ensure resolution and correction

h. Prepares internal financial reports and budgeting support for projects and contracts and identifies contract overruns or risks to the department

i. Monitors third-party international payment vendor portal (e.g. Flywire) liaising with Finance, Marketing and Recruiting for tracking of deposits, payments and refunds

j. Oversees mandatory new student insurance program enrollment, payment and student information accuracy with third party insurance vendor (e.g. Guard.me)

k. Liaises with students to maintain accurate personal information (address, phone, SIN, etc.) in CRM, Banner, International Student Program Database (MS Access) and other portals related to payment, refunds or awards

l. Analyzes credit balance report each semester and identifies student accounts that need to be moved, refunded or written off in compliance with College procedures

4. Staff training and administration support.

a. Assists with the new hire selection process including providing orientation and ensuring the provision of appropriate training related to financial and compliance related issues

b. Coordinates Douglas International contractor files and the assignment of contract numbers

c. Identifies, recommends and participates in the implementation of strategies to increase efficiency and effectiveness of contractor and vendor administrative operations

d. Works on assigned tasks and projects as part of an administrative team that includes additional Administrative & Compliance Officers and the Executive Assistant to the AVP Douglas International Education

5. Administers student & faculty awards or support programs managed by DCI

a. Liaises with Douglas College Foundation and Alumni Relations, Enrolment Services and Finance to establish award fund amounts each semester

b. Reviews award/scholarship/bursary information to ensure compliance with current policy

c. Collects and collates award/scholarship applications ensuring completeness and adherence to criteria

d. Coordinates award/scholarship/bursary adjudication committee meetings to meet internal procedural deadlines

e. Prepares and or reviews award/scholarship/bursary student recommendation forms to ensure accurate information for submission to Enrollment Services

f. For faculty awards/programs that require expense claims, prepares and/or reviews faculty expense reports for completion and sign-off by responsible administrator before sending to Finance

g. Ensures the distribution of award/scholarship certificates, payment of awards/scholarships, and any related expense claims

6. Performs other related duties

a. Provides general financial and administrative support for Douglas International

b. Plans and coordinates office events as part of an office administrative team

c. Coordinates travel arrangements and related expense claims for Managers, and select others on Douglas International business

d. Updates web pages as required both internally and externally on partner/vendor sites

e. Prepares meeting minutes and agendas

f. Establishes, fosters and maintains an effective working relationships with staff, faculty, administrators and external contacts
To Be Successful in this Role You Will Need

• Successful completion of a Diploma in Business or related field plus 4 years related work experience. An equivalent combination of education and experience in financial administration and reporting may be considered. A Bachelor\'s degree would be considered an asset.
• Excellent interpersonal and cross-cultural communication skills including written and verbal fluency in the English language.
• Strong analytical skills.
• Strong commitment to ethical practice and policy compliance.
• High levels of concentration and attention to detail
• A demonstrated ability to:

• exercise initiative within a team and promote a positive work environment;
• communicate courteously and effectively in writing, in person or on the telephone with staff, faculty, administrators and students, as well as maintain a good working relationship with others;
• coordinate and manage budgets;
• coordinate multiple projects/tasks simultaneously;
• synthesize large amounts of information into reports or actionable requests;
• function effectively in an environment where professionalism, confidentiality and sensitivity are of primary importance;
• work independently under minimum supervision to meet deadlines and to establish priorities;
• apply and work within relevant policies and procedures;
• recognize, analyze and resolve problems;
• keyboard accurately at 50 wpm;
• use MS Office at an advanced level;
• plan and coordinate events and meetings;
• compose and edit and revise large reports and other documents;

• Good working knowledge of modern office practices and procedures with a proven ability to coordinate information.
• Good working knowledge of database management systems such as Banner and Salesforce.
• Public sector administrative experience would be considered an asset.

Link to Full Position Profile
Equity Statement

Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.
Needs a Criminal Records Check No

Posting Detail Information

Open Date 09/07/2023
Close Date 09/13/2023
Open Until Filled No
Special Instructions to Applicant

Interested applicants must submit their application and all required documents online on the Douglas College Career Site . Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be received by September 13, 2023. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.
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