Program Support Coordinator, Learning BCEHS
PHSA
Program Support Coordinator, Learning BCEHS AgencyPHSA Labor AgreementFacilities Subsector Posting #186882-2435884 Grade23 DepartmentEducation Program Support UnionFacilities BCGEU - EHSC Work Site302 - 2955 Virtual Way, Vancouver StatusTemporary Position DurationUntil return of incumbent Salary Range$30.27 / Hour Position StatusFull-time FTE1.00 Hours of Work0800-1600 Work DaysMon, Tue, Wed, Thu, Fri Days OffSat, Sun Position Start Date05-Aug-2025 Position End Date05-Feb-2026 Applications Accepted Until 10AM07-Aug-2025 Job Summary
Job Summary:
In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
Reporting to the Supervisor, the Program Support Coordinator’s provides efficient administrative support relating to the delivery of education and training programs by utilizing established software applications, including learning management system(s), Microsoft Outlook, Excel, and Word. This role works independently and as a part of a team to coordinate a range of administrative, financial, purchasing, and clerical functions related to the educational activities and services delivered by BCEHS Learning by methods such as coordinating venues, catering and travel arrangements; collecting instructor/evaluator availability; preparing and drafting course/program and instructor/evaluator schedules and making changes as required.
Duties/Accountabilities:
1. Prepares and drafts course/program schedule(s) for review, feedback and approval from the Paramedic Practice Educator(s). Make changes and updates program/course schedule(s) as required. Sets up and maintains education sessions in the learning management system for staff registration and closes the course/program upon completion.
2. Collects instructor/evaluator availability and prepares and drafts instructor/evaluator schedules for review, feedback and approval from the Paramedic Practice Educator(s). Takes follow up action as required, including re-assignments, maintaining and updating instructor/evaluator availability, and escalates as appropriate.
3. Coordinates venues, catering, and travel arrangements for education and training programs by determining availability and cost and finalizing agreements related to all bookings within predetermined financial parameters. Tracks financial expenses for course delivery and identifying concerns to Supervisor and/or designated leader(s).
4. Identifies issues and challenges impacting course/program delivery, compiles options, and provides recommendations to Supervisor and/or designated leader(s).
5. Reviews and verifies invoices and other financial documents, such as travel claims/vouchers/credit card purchases, and personal reimbursements, for accuracy and completeness (i.e. goods and services received signature; backup documents; correct rates, and prices and charges), and makes changes as required. Codes or checks codes, obtains necessary signatures/approvals, and forwards to the appropriate body for payment or reimbursement.
6. Prepares and maintains course rosters and attendance data. Reviews and verifies scheduling and timekeeping related to education for instructional staff and attendees for accuracy and completeness and sends completed forms to timekeeping for processing.
7. Prepares, organizes, and distributes education course/program materials and itineraries. Purchases and maintains inventory levels for course/program materials and supplies, including submission to Finance for payment, and arranges equipment for the course/program.
8. Produces program reports and reconciles and/or audits reports for finance, including course/program and travel expenses.
9. Acts as a point of contact for Learning by answering and tracking routine enquiries, trouble shooting enrollments and other related enquiries on educational programs within Learning. Monitors departmental centralized inboxes by utilizing Microsoft Outlook, responds and/or ensures items are assigned for follow-up, escalates as appropriate, and redirects as necessary.
10. Produces documents for Learning, such as memos, correspondence, reports, presentations and related materials, graphics and spreadsheets, as required by using established software applications.
11. Assists the Supervisor and designated leaders as directed with administrative support including:
a. Logging, distributing and filing of training-related forms.
b. Assisting in the updating and developing of online resources.
c. Collecting, preparing and circulating meeting agendas and taking meeting minutes.
12. Attends and participates in team meetings, including sharing information and providing input, feedback and recommendations into items such as changes to policies, procedures and processes. Takes follow up action as required.
13. Maintains the ARCS/ORCS records management system by identifying and classifying records, setting up proper filing, offsite storage, retrieval and disposal of records for the office.
14. Maintains and updates databases, contact lists, email distribution lists and phone lists.
15. Performs other related duties as assigned.
Qualifications:
Education, Training and Experience
• Grade 12 supplemented by accounting courses and three years’ recent, related experience or an equivalent combination of education, training and experience.
Skills and Abilities
• Ability to keyboard at 45 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to organize work.
• Ability to operate related equipment.
Job Summary:
In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
Reporting to the Supervisor, the Program Support Coordinator’s provides efficient administrative support relating to the delivery of education and training programs by utilizing established software applications, including learning management system(s), Microsoft Outlook, Excel, and Word. This role works independently and as a part of a team to coordinate a range of administrative, financial, purchasing, and clerical functions related to the educational activities and services delivered by BCEHS Learning by methods such as coordinating venues, catering and travel arrangements; collecting instructor/evaluator availability; preparing and drafting course/program and instructor/evaluator schedules and making changes as required.
Duties/Accountabilities:
1. Prepares and drafts course/program schedule(s) for review, feedback and approval from the Paramedic Practice Educator(s). Make changes and updates program/course schedule(s) as required. Sets up and maintains education sessions in the learning management system for staff registration and closes the course/program upon completion.
2. Collects instructor/evaluator availability and prepares and drafts instructor/evaluator schedules for review, feedback and approval from the Paramedic Practice Educator(s). Takes follow up action as required, including re-assignments, maintaining and updating instructor/evaluator availability, and escalates as appropriate.
3. Coordinates venues, catering, and travel arrangements for education and training programs by determining availability and cost and finalizing agreements related to all bookings within predetermined financial parameters. Tracks financial expenses for course delivery and identifying concerns to Supervisor and/or designated leader(s).
4. Identifies issues and challenges impacting course/program delivery, compiles options, and provides recommendations to Supervisor and/or designated leader(s).
5. Reviews and verifies invoices and other financial documents, such as travel claims/vouchers/credit card purchases, and personal reimbursements, for accuracy and completeness (i.e. goods and services received signature; backup documents; correct rates, and prices and charges), and makes changes as required. Codes or checks codes, obtains necessary signatures/approvals, and forwards to the appropriate body for payment or reimbursement.
6. Prepares and maintains course rosters and attendance data. Reviews and verifies scheduling and timekeeping related to education for instructional staff and attendees for accuracy and completeness and sends completed forms to timekeeping for processing.
7. Prepares, organizes, and distributes education course/program materials and itineraries. Purchases and maintains inventory levels for course/program materials and supplies, including submission to Finance for payment, and arranges equipment for the course/program.
8. Produces program reports and reconciles and/or audits reports for finance, including course/program and travel expenses.
9. Acts as a point of contact for Learning by answering and tracking routine enquiries, trouble shooting enrollments and other related enquiries on educational programs within Learning. Monitors departmental centralized inboxes by utilizing Microsoft Outlook, responds and/or ensures items are assigned for follow-up, escalates as appropriate, and redirects as necessary.
10. Produces documents for Learning, such as memos, correspondence, reports, presentations and related materials, graphics and spreadsheets, as required by using established software applications.
11. Assists the Supervisor and designated leaders as directed with administrative support including:
a. Logging, distributing and filing of training-related forms.
b. Assisting in the updating and developing of online resources.
c. Collecting, preparing and circulating meeting agendas and taking meeting minutes.
12. Attends and participates in team meetings, including sharing information and providing input, feedback and recommendations into items such as changes to policies, procedures and processes. Takes follow up action as required.
13. Maintains the ARCS/ORCS records management system by identifying and classifying records, setting up proper filing, offsite storage, retrieval and disposal of records for the office.
14. Maintains and updates databases, contact lists, email distribution lists and phone lists.
15. Performs other related duties as assigned.
Qualifications:
Education, Training and Experience
• Grade 12 supplemented by accounting courses and three years’ recent, related experience or an equivalent combination of education, training and experience.
Skills and Abilities
• Ability to keyboard at 45 w.p.m.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Physical ability to carry out the duties of the position.
• Ability to organize work.
• Ability to operate related equipment.
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