Work Integrated Learning Administrator

Bow Valley College•Calgary, AB

17h•CA$48,096 - CA$60,576

About The Position

Bow Valley College is Calgary’s college with local impact and global reach, serving more than 15,000 students. We launch our students by preparing them for in-demand jobs through high-quality, future-oriented education. We advance our graduates into careers in healthcare, technology, business, entertainment arts, social services, and more, contributing to our economy and community. We evolve our students through work-integrated learning, upskilling, and reskilling. Proud to be named one of Canada’s Top 50 research colleges, our applied research focuses on health and educational technology, and social innovation. Home to the Digital Entertainment Nexus, Calgary’s first esports arena, and the Bears varsity team, Bow Valley College is celebrating 60 years of student success. Learn more about the opportunities we create at bowvalleycollege.ca.

Requirements

Certificate in Office Administration
Minimum of 2 years of experience in an administrative support role
Equivalent combinations of education and experience may be considered

Nice To Haves

Diploma in Office Administration
Experience in document preparation, word processing, and file management
Experience working in a fast-paced office environment
Proficiency with Microsoft Office and online student or administrative platforms such as Agresso, HSPnet, and D2L
Strong organizational, multitasking, and time management skills
Excellent attention to detail and accuracy
Ability to maintain confidentiality and manage sensitive information appropriately
Demonstrated ability to take initiative, prioritize competing deadlines, and work independently

Responsibilities

Support the operational planning and preparation activities required for each Work Integrated Learning cycle, including creating and maintaining Team Channel repository folders, building WIL courses and preparation events within associated software platforms, and updating WIL planners, digital resources, print materials, and communication templates.
Assist with email campaigns, tracking responses, responding to routine inquiries, and escalating issues when needed.
Coordinate logistics for events and activities related to students, industry hosts, and external vendors, including immunization providers, document review partners, and Alberta Health Services (AHS) Connect Care trainers.
Provide administrative coordination and tracking support throughout the WIL placement process, including creating and maintaining WIL job postings, tracking host, student, and placement data, and supporting students through various application and placement processes.
Review and track placement prerequisites and WIL requirements, monitor deadlines, and follow up with students and hosts to ensure completion of required action steps.
Prepare and track host agreements, manage renewals and expiries, maintain repository records, and generate final placement reports for program areas.
Serve as a key point of contact for general inquiries related to Work Integrated Learning activities, managing shared phone lines and email inboxes, responding to routine questions, and escalating concerns when appropriate.
Support troubleshooting related to WIL software platforms, system access issues, and other administrative or operational challenges.
Maintain accurate and up-to-date records related to organizations, students, placements, WIL readiness activities, and industry engagement.
Assist with audits, compliance tracking, funding reports, and reporting requirements related to out-of-province placements, co-op work permits, and other operational or regulatory requirements.
Identify opportunities to enhance processes, improve stakeholder experiences, and strengthen administrative efficiency across WIL operations.
Provide specialized administrative and logistical support for health-related programs with additional training and compliance requirements associated with Work Integrated Learning placements.
Coordinate immunization clinics and assessments, organize mandatory Alberta Health Services (AHS) and Connect Care training sessions, schedule training locations, and communicate deadlines, expectations, and action steps to students and instructors.
Support troubleshooting for time-sensitive training and access issues, including exam retakes, badge access, and login credentials.
Maintain accurate student and instructor records within centralized health software platforms, support clinical group and practicum coordination, manage changes related to course add/drops or host site availability, and communicate placement impacts related to outbreaks or other urgent issues.