Job Purpose
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.
Placement Coordination
- 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.
Academic & Program Compliance
- 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.
Grade Verification & Records Management
- 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.
Legal status
- Eligibility to work in Canada or the US
- Clear background or criminal record check
Qualifications
- Diploma or degree in Office Administration, Education/Healthcare Administration, Business Administration, or related field.
- Experience in academic program administration or placement coordination (preferred).
- Strong understanding of compliance and documentation standards.
Experience and knowledge
- 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.
- Understanding and use of HSPNET (preferred).
- Understanding and use of LMS (preferred).
Skills and Abilities
- 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.
This job description is provided as a guide to the role. It is not intended to be an exhaustive description of duties and responsibilities and may be subject to periodic revision.
As part of our recruitment process, we use AI-enabled technology to assist with tasks such as application screening and process administration. These tools are designed to support fairness and consistency, and human reviewers make all final decisions.
Oxford International is committed to safeguarding and promoting the welfare of children. Recruitment checks, including checks with past employees, are undertaken in accordance with our Recruitment and Selection policy.
Oxford International is an equal opportunity employer. Every applicant and employee has the same opportunities regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status
If you require accommodations at any point during the application or hiring process, please contact [email protected]
We reserve the right to close this vacancy earlier than the advertised closing date should we receive a high volume of suitable applications. We therefore encourage interested candidates to apply as early as possible.
Oxford International Education Group is a renowned institution dedicated to providing exceptional educational experiences to international students. With a global presence and a commitment to academic excellence, we strive to empower students to achieve their full potential and thrive in a dynamic, interconnected world. We are proud of our culture and have recently been officially certified as a Great Place to Work ©!
