Work Integrated Learning Administrator

About Bow Valley College

Bow Valley College is Calgarys college with local impact and global reach serving more than 15000 students. We launch our studentsby 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 Canadas Top 50 research colleges our applied research focuses on health and educational technology and social innovation. Home to the Digital Entertainment Nexus Calgarys 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 .

Position Summary

Reporting to the Manager Work Integrated Learning Services the Work Integrated Learning (WIL) Administrator plays an integral role in supporting Work Integrated Learning initiatives across Bow Valley College. This position supports the coordination and administration of WIL activities that help prepare students faculty and industry hosts for successful experiential learning opportunities.

The WIL Administrator provides comprehensive administrative support related to WIL software platforms placement coordination student and host communications compliance tracking data reporting and training logistics. The role also supports operational preparation for upcoming WIL cycles and contributes to the smooth coordination of student placements across a variety of programs including health-related programs with complex training and compliance requirements.

This role is ideal for a highly organized detail-oriented and service-focused professional who thrives in a fast-paced environment enjoys coordinating multiple priorities and is committed to supporting exceptional student and stakeholder experiences.

What Youll Be Doing:

Work Integrated Learning Preparation: Support the operational planning and preparation activities required for each Work Integrated Learning cycle. This includes 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 to ensure readiness for students faculty and hosts.

The WIL Administrator also supports communication and engagement activities by assisting with email campaigns tracking responses responding to routine inquiries and escalating issues when addition the role coordinates 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.

Coordination of WIL Placements: Provide administrative coordination and tracking support throughout the WIL placement process to ensure accurate timely and efficient placement operations. Responsibilities include creating and maintaining WIL job postings tracking host student and placement data and supporting students through various application and placement processes including PICs waivers resume submissions interview scheduling and follow-up communications.

This role is also responsible for supporting student workflow processes by reviewing and tracking placement prerequisites and WIL requirements monitoring deadlines and following up with students and hosts to ensure completion of required action steps. The incumbent prepares and tracks host agreements manages renewals and expiries maintains repository records and generates final placement reports for program areas.

Communication and Administrative Support: Serve as a key point of contact for general inquiries related to Work Integrated Learning activities. The WIL Administrator manages shared phone lines and email inboxes responds to routine questions escalates concerns when appropriate and provides clear professional and timely communication to students faculty industry partners and external stakeholders.

The role also supports troubleshooting related to WIL software platforms system access issues and other administrative or operational challenges while ensuring a positive and responsive stakeholder experience.

Data Reporting and Governance Administration: Maintain accurate and up-to-date records related to organizations students placements WIL readiness activities and industry engagement. The WIL Administrator assists 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.

This role contributes to continuous improvement initiatives by identifying opportunities to enhance processes improve stakeholder experiences and strengthen administrative efficiency across WIL operations.

Support Health Programs WIL Activities: Provide specialized administrative and logistical support for health-related programs with additional training and compliance requirements associated with Work Integrated Learning placements. This includes coordinating immunization clinics and assessments organizing mandatory Alberta Health Services (AHS) and Connect Care training sessions scheduling training locations and communicating deadlines expectations and action steps to students and instructors.

The WIL Administrator also supports troubleshooting for time-sensitive training and access issues including exam retakes badge access and login credentials. Additional responsibilities include maintaining accurate student and instructor records within centralized health software platforms supporting clinical group and practicum coordination managing changes related to course add/drops or host site availability and communicating placement impacts related to outbreaks or other urgent issues.

What Sets You Apart

You are a highly organized and proactive administrator who thrives in a fast-paced environment where attention to detail adaptability and strong coordination skills are essential. You enjoy supporting complex operational processes balancing multiple priorities and providing exceptional service to students faculty and external partners.

You bring strong communication and relationship-building skills allowing you to work effectively with diverse stakeholders while maintaining professionalism accuracy and confidentiality. You are comfortable working with data tracking processes and troubleshooting administrative or technical issues and you take initiative to improve workflows and support positive stakeholder experiences.

You are also someone who values collaboration accountability and continuous improvement with a genuine interest in supporting student success through meaningful Work Integrated Learning experiences.

Minimum Qualifications:

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

Preferred Qualifications:

• 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

Closing Date: June 12 2026

This opening is a continuous (AUPE) position. Please note all successful candidates will be required to provide copies of government issued identification and proof of educational qualifications upon hire and may be required to provide an enhanced police information check. If your education was received internationally we will require you to provide an international education assessment through IQAS WES or one of the other nationally designated organizations upon hire.

Diversity and Inclusion Commitment

Bow Valley College is strongly committed to fostering diversity and inclusion within our community. We welcome applications from qualified candidates who would contribute to the further diversification of our employees including but not limited to visible minorities Indigenous peoples persons with disabilities and persons of any sexual orientation or gender identity.

Required Experience:

Unclear Seniority