Continuing Education Administrator

Tue, 2019-12-03 10:07 -- grettainamahoro
Organization: 
Royal Architectural Institute of Canada
Job Description: 

SUMMARY: 

Under the direction of the Manger of Practice and Education, the Continuing Education Administrator will be responsible for providing administrative support to the Practice Office. The Continuing Education Administrator is passionate about delivering high quality educational opportunities. They will be a key team member in building a robust new educational program at the Royal Architectural Institute of Canada (RAIC). The Continuing Education Administrator has excellent organization and project management skills, able to work independently and problem solve, is a clear communicator, as well as being customer service focused.

KEY RESPONSIBILITIES

1. Workshop Coordination:

  • Speaker/ presenter logistics - face to face workshop- Coordinating speaker/ presenter availability
  • Administer the RAIC / speaker contracts
  • Travel / accommodations
  • Invoicing and payment
  • Event logistical needs
  • Coordinate physical course materials with speaker including printing and delivery to the venue

Venue Coordination

  • Coordinating venue availability
  • Negotiate and administer the contract with the venue/ caterer
  • Invoicing and payment
  • Meeting room requirements
  • Catering requirements
  • AV requirements
  • Sourcing - finding venues
  • Organization of and shipping of materials to venue

2. Webinar Coordination:

Speaker / Presenter logistics - Online/ webinar

  • Coordinating speaker/ presenter availability
  • Administer the RAIC / speaker contracts
  • Invoicing and payment
  • Event logistic needs - prepare speaker / presenter for online deliver

Post production work on webinar output, including:

  • Loading PDF documents to LMS
  • Editing and posting video to learning management system
  • Building quizzes on LMS for participant completion tracking

3. Financial Management:

  • Sources venue resources within the financial expectations in the budget
  • Confirm all project costs
  • Receive and review invoices for projects, analyze invoices and budgets for variances, submit to manager for approval

4. Maintaining the continuing education calendar

  • Support the manager in the development of the continuing education calendar

5. Serve as the main contact with the public and members on continuing education opportunities and services by responding to routine requests for information, documentation, and clarification;

6. Management of Continuing Education offerings, participant management:

  • Registration / Payment
  • Participant information / records keeping
  • Prepare Certificates of completion
  • Prepare, issue and receive post event evaluation surveys
  • Prepare report based on evaluation survey results

7. Management of Learning Management System (LMS)/Online Store

  • Set up of LMS course templates
  • Set up course offering in RAIC online store
  • Maintain the Continuing Education sections on the RAIC website

8. Maintain the Continuing Education procedure manual to ensure current documentation

9. Management of the national continuing education database

Note. Office hours are typically 9-5, but occasional evenings and weekend work will be required in order to administer education sessions.

REQUIRED QUALIFICATIONS

  • Proven experience as an office administrator, office assistant or related position;
  • Very strong communication skills (written, verbal, graphic, as well as editing);
  • Demonstrated strong organizational and time management skills;
  • Experience with basic accounting principles;
  • Excellent knowledge of MS Office Suite;
  • College diploma or a bachelor’s degree in business, administration, or related field;
  • Minimum 3 years’ experience working in a not-for-profit or education organization.

RECOMMENDED QUALIFICATIONS

  • Experience in administration of adult education programs or related discipline;
  • Competent in media production software, including: PowerPoint, Adobe Premiere, Photoshop, InDesign, Illustrator;
  • Customer service experience;
  • Bilingual (English/French) is preferred.
Position Type: 
Location: 
Ottawa, ON
Years of Experience: 
Required Languages: 
English: Fluent
French: Fluent
Required Degree Level: 
Application Email: