Position: Wellness Coordinator

Location: Conestoga College – Doon Campus and Waterloo Campus (travel to other campuses and work locations as required)

Reports to: Wellness Manager

Time Requirement: 35 hours per week
(some evenings and weekends may be required on occasion)

Pay Band (upon hire): $45,500 to $53,500

Position Overview

The Wellness Coordinator is responsible for the provision of CSI’s wellness services and wellness programming, including (but not limited to) administration of the Wellness Office, practitioner services, student health plan, and the Student Nutrition Access Program (SNAP). This is accomplished through ensuring inventory, staffing, and quality are sufficient to meet the current needs of students.

The Wellness Coordinator also provides supervision and direction to part-time and contract staff in the provision of Wellness services and programming. In carrying out supervisory responsibilities, the Wellness Coordinator must cultivate and maintain a diverse and inclusive environment in which the variety of participants’ backgrounds, experiences, places of origin, racial/ethnic identities, sexual identities, gender, ages, and more are heard, respected, and valued by everyone.

In carrying out the duties of this position, a great deal of autonomy is exercised with final overview by the Wellness Manager. It is also important that the Wellness Coordinator works extremely closely with the Wellness Manager to ensure that they are up to date on the basic overall operations of the Wellness department. In all activities, it is crucial that the Wellness Coordinator recognizes that service to students is a top priority.

Duties and Responsibilities

Supervision of Staff

Provide direct day-to-day supervision of part-time and/or contract staff, including (but not limited to) Wellness Associates and Wellness Leaders
Supervision includes motivating staff, conducting performance reviews, managing performance, and disciplining when needed in conjunction with the Wellness Manager and Human Resources (HR) department

Oversee and monitor the work outputs of staff members to ensure a high standard of customer service is being provided at all times
Assist in recruiting and selecting qualified candidates for part-time, contract, and practitioner positions for new or vacant positions within the Wellness department in conjunction with the Wellness Manager
Create and conduct job-specific training for all Wellness staff, ensuring all legislated training and other necessary training are completed before working first shift on the job
Ensure all employee documents are accurate and submitted to HR
Create and monitor weekly work schedules for Wellness staff
Review and approve bi-weekly part-time employee timesheets and submit to the HR department
Plan and schedule regular staff meetings in conjunction with other department supervisors

Wellness Administration

Oversee CSI’s Wellness Office operations, practitioner services, the Student Nutrition Access Program (SNAP), and other services and programming to ensure that they are consistent, high-performing, and aligned with the established budget
Provide administrative support and guidance to Wellness practitioners, such as Massage Therapist, Physiotherapist, and Chiropractor
Create new client files and ensure appropriate paperwork is completed properly for all Wellness clients
Ensure the Wellness Office and other service areas are maintained, clean, accessible, and in good working order at all times
Maintain an adequate inventory of office and wellness supplies
Research and implement continuous improvements to CSI’s Wellness services and programming (such as new products and services) to ensure operations meet the needs of students as per the service plan
Assist with projects outlined within the Strategic Plan that are based on the BOD ends and Management interpretation
Cover the Wellness Office front desk as needed and/or in the absence of Wellness Associates or Wellness Leaders
Respond to student and staff inquiries when required in a timely manner
Work closely with the Wellness Manager to report the status of CSI’s wellness operations.
Prepare usage reports, inventory, service counts, etc. for the Wellness Manager
Complete sales and direct deposit report daily for review by Finance department
When required, process payments using the POS system and debit/credit card machine
Collect feedback from student users to ensure that CSI continues to meet the current needs of students (this may be carried out through execution of initiatives determined by the Feedback Committee)

Health Plan Management

Maintain contact with CSI’s student health plan provider to troubleshoot day-to-day issues encountered with clientele
Input health plan enrollment forms into database when required
Process payments and invoices for the student health plan
Collect and submit claim forms for submission to the plan provider
Verify student enrollment and data accuracy through the College’s Student Information System, troubleshooting data when necessary

Marketing and Communications

Plan and execute an annual marketing and communications plan for the Wellness department in conjunction with the Marketing department and the Sr. Manager, Services
Complete presentations for various stakeholders, including college faculty, staff and students at orientation or where required
Ensure marketing and sales goals/targets are met

Other General Duties

Work in accordance with corporate by-laws, policies, and procedures, particularly to the CSI Mission Statement
Adhere strictly to health & safety laws, policies, and procedures
Maintain confidentiality for business practices

Work in an organized manner where detail, accuracy and confidentiality are critical

Mandatory attendance at CSI related training days

Other duties as assigned

Working Conditions

Physical Demands

This position spends long hours sitting and using office equipment and computers, which can cause muscle strain. Lifting of supplies and materials up to 30lbs is required from time to time.

Environmental Conditions

This position performs work primarily in a busy, open area office and is faced with frequent interruptions and meetings with others on a regular basis. Travel between campuses and performance of work from home is required as needed. Some work may be required after office hours and on weekends.

Sensory Demands

This position requires long periods of intense concentration. The incumbent must also spend long hours on the computer entering information which requires visual focus, attention to detail, and high levels of accuracy.

Mental Demands

This position is expected to manage and meet multiple competing deadlines, which can cause significant stress. The incumbent also deals with a wide variety of people on various issues.

Qualifications

Experience with and deep understanding of best practices in customer service
Experience and education in a health office setting are preferred
Foundational understanding of health insurance processes and related terminology
Ability to read and comprehend legislation related to health & safety and accessibility
Ability to create and edit documents in Microsoft Word, Excel, and Adobe PDF
Ability to write emails and documents in a formal tone
Accurate data entry with ability to screen for transcription errors
Ability to build positive working relationships with internal and external stakeholders, especially with practitioners in the health services field
Ability to speak to large groups of students
Ability to address and resolve staff performance issues while considering the principles of equity, diversity, and inclusion
Highly organized and skilled time management in handling multiple simultaneous priorities
Cultural competence and a strong understanding of equity, diversity, and inclusion
Preference will be given to those who have a deep knowledge of the experience of international students

How to Apply

If you are interested in this opportunity, please review the company website and apply through Bamboo HR at https://conestogac.bamboohr.com/jobs/, providing the following application materials.

A resume, letter, or audio/video recording that provides the following information:
- Why you are interested in this position
- What skills and/or experiences you have that you feel would enhance your performance in this position

Accessibility, Diversity & Inclusion

Conestoga Students Inc. is committed to providing equal opportunity for employment without regard to any prohibited ground of discrimination. To better reflect the diverse community in which we operate, CSI is also committed to ensuring that at least 30% of candidates interviewed are people who identify with a racialized group.

If you anticipate any need for accommodations in the process of applying, interviewing, or working, please feel free to let us know at csihr@conestogac.on.ca as soon as possible and at any time so that we are most equipped to provide a barrier-free experience.

Conestoga Students Incorporated

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Wellness Coordinator