Employment opportunity

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The College of Optometrists of British Columbia is seeking a Coordinator, Registrant Services. The Coordinator will administer registration processes and monitor registrant files and records to ensure compliance with internal policies and legislative requirements. Information on the role, key duties and responsibilities, and the required skills, qualifications and experience are available.

The College of Optometrists of British Columbia guides and regulates the profession of optometry in the public interest to ensure that the public receives safe, ethical, and effective optometric services in BC. The College achieves this by establishing and enforcing entry to practice requirements, standards of practice and standards of conduct. Our authority to do so is derived from the Health Professions Act.

Under the supervision of the Registrar, the Coordinator, Registration Services administers registration processes and monitors registrant files and records to ensure compliance with internal policies and legislative requirements.

• Carry out all tasks associated with the registration processes in accordance with the College’s established policies, procedures, templates, and timelines. Tasks include but are not limited to the following:
o Assist registrants with inquiries
o Review applications (recently graduated, internationally trained, reinstatements), and ensure that all required documentation, including payments are submitted
o Prepare and send letters regarding the status of applications
o Once all necessary documentation has been received, and once approved by the Registrar, issue registration numbers to registrants
o Enter information into database and advise MSP and Pharmanet
• Review and maintain member registration records and College’s registrant database to ensure information is accurate, up-to-date, and complete
• In collaboration with the Registrar, oversee the implementation of a new registration database (January 2021). Act as project lead; discuss requirements and test and verify the configuration. Assist in training staff in understanding and using the new system
• Provide administrative support for the work of the Registration Committee, including drafting agendas, taking minutes, scheduling meetings and appointments, document management, including editing and formatting documents, preparing reports, records, statistics and statements, and other written materials
• Correspond and follow-up with registrants on missing or incorrect data and documentation
• Track, analyze, and prepare reports for the Registrar, summarizing instances of registrant non-compliance
• Provide routine information to members of the profession, and the public regarding the College’s registration process
• Respond to routine inquiries regarding ongoing files and processes in a timely and professional manner via phone, e-mail, and mail
• Provide support to the department as required, including coordinating meetings, telephone/video conferences and committee functions
• Provide administrative support to the Registrar’s new and ongoing projects and perform such other duties as the Registrar may require
• Provide lunch period and vacation relief for reception coverage as scheduled and ad-hoc support as needed

• Intermediate Microsoft Office skills (Outlook, Excel, Word, mail merges) and proficiency in the use of databases and/or records management systems
• Strong verbal and written communication skills and the ability to convey complex messages in plain language
• Organizational and time management skills with proven ability to manage and deliver on multiple and competing priorities
• Exemplary interpersonal skills with a natural tendency to work cooperatively with fellow team members
• Superior attention to detail with a focus on continuous process improvement
• Flexible, resilient, and resourceful in handling shifting priorities
• Self-starter with sound judgement and the ability to work with minimal supervision

• High school completion supplemented by post-secondary education and 3 years’ experience in an administrative or program support capacity
• Understanding of registration processes in a regulatory environment preferred
• Knowledge of the Regulated Health Professions Act and other relevant legislation preferred
• Work experience for a regulatory body in a client service role strongly preferred

To be considered for this role, please forward your resume and cover letter to hilary@7meshconsulting.com on or by Friday, November 27th, 2020. We thank all applicants for their interest. Please note, only applicants selected for an interview will be contacted. To support physical distancing, recruitment activities will be conducted virtually. Thank you for your patience and understanding during these challenging times. The College of Optometrists promotes diversity in the workplace and is committed to ensuring that its recruitment and other employment activities are fair and equitable. Accommodations are available at all stages of the recruitment and selection cycle upon request.


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