Career College Programs Administrator

Oxford International Education Group•Halifax, NS

7d•Onsite

About The Position

The Career College Program Administrator provides comprehensive administrative and compliance support to the academic programs, with a strong emphasis on placement coordination, documentation management and exam administration. This role ensures all academic, placement, and exam processes run smoothly and meet provincial and institutional requirements. The Administrator supports students, instructors, and external partners through accurate record-keeping, clear communication, and efficient coordination of program(s) activities.

Requirements

Eligibility to work in Canada or the US
Clear background or criminal record check
Diploma or degree in Office Administration, Education/Healthcare Administration, Business Administration, or related field.
Strong understanding of compliance and documentation standards.
Excellent communication, organizational, and problem-solving skills.
Proficiency with MS Office and digital document management systems.
Ability to multitask, meet deadlines, and support diverse student groups.
High attention to detail and accuracy.
Strong interpersonal and professional communication skills.
Ability to work independently while supporting a multi-stakeholder environment.
Solid record-keeping and organizational skills.

Nice To Haves

Experience in academic program administration or placement coordination
Understanding and use of HSPNET
Understanding and use of LMS

Responsibilities

Lead administration of all clinical placements/practicums, including scheduling a year in advance.
Track and verify student placement prerequisites (immunizations, CRC/VSC, certifications, attendance, checklists).
Maintain placement records, forms, evaluation tools, and documentation.
Review placement hours, competencies, and assessments to ensure program compliance.
Support orientations, preparation sessions, and student registration.
Assist with resolving placement-related administrative issues and maintaining partner-facility relationships.
Organize and maintain accurate, secure program documentation.
Support LMS registration and monitor instructor compliance with documentation and grading timelines.
Prepare and update materials for audits, reviews, and accreditation.
Maintain academic folders, rosters, checklists, and compliance trackers.
Manage academic records (attendance, progression, placement documentation, exam results).
Register students for provincial exams and ensure all requirements and documentation are complete.
Review and verify grades for accuracy and alignment with institutional policies.
Ensure instructors submit complete grading documentation; follow up on discrepancies.
Enter and reconcile grades in the student information system.
Maintain secure grade records, competency documents, and assessment archives.
Prepare grade-related materials for audits and regulatory reviews, ensuring adherence to retention and provincial standards.