Senior Educational Administrator

Crescent Bay College

About the Role

Crescent Bay College is seeking a Senior Educational Administrator to own our regulatory compliance and reporting obligations to the Private Training Institutions Regulatory Unit (PTIRU) and StudentAid BC (SABC).

This is the role that keeps the College certified and designated. You will be the institution's authority on the Private Training Act and the PTIRU Regulatory Standards, the StudentAid BC Policy Manual, and the fee, grant and refund rules that flow from both. You will prepare and submit every required report, ensure student contracts and refund calculations stand up to scrutiny, act as the College's primary contact during inspections and designation reviews, and lead the administrative team that feeds the data these obligations depend on.

The stakes are concrete. PTIRU enforcement outcomes range from administrative penalties and compliance orders through to suspension and cancellation of an institution's designation certificate, and a cancellation prohibits an institution from offering career training programs altogether. We are looking for someone who treats compliance as an operating discipline, not a filing exercise.

Key Responsibilities

PTIRU Compliance and Reporting

- Act as the College's subject-matter authority on the Private Training Act, the Private Training Regulation, and the PTIRU Regulatory Standards, and translate them into internal policy and staff-facing procedure.
- Maintain the College's designation certificate in good standing, including renewal applications, program approvals, changes to approved programs, and notification of any reportable changes to the Registrar.
- Prepare and submit the quarterly PTI Data Report to PTIRU by the required deadlines, ensuring the underlying enrolment, completion and outcomes data is accurate and reconciled before submission. Reporting periods run Q1 January–March (due April 30), Q2 April–June (due July 31), Q3 July–September (due October 31) and Q4 October–December (due January 31).
- Coordinate the College's obligations around the student outcomes survey cycle, including the required institution emails to graduating cohorts ahead of each survey administration window.
- Monitor PTIRU sector update emails and published guidance, assess the operational impact of each change, and brief leadership and staff accordingly.
- Serve as the College's primary point of contact for PTIRU inspections and designation reviews — assembling requested records, coordinating student and instructor interview scheduling, preparing staff, and managing the College's response to findings.
- Maintain complete, audit-ready student files and institutional records in the form and retention periods the Regulatory Standards require.
- Manage complaints and tuition refund claims escalated to PTIRU, prepare the institution's written submissions to the Student Claims Officer or Trustee, and implement any resulting refund orders or corrective actions.
- Prepare appeals of Registrar decisions to the Commissioner where the College elects to pursue them.
- Ensure all advertising, recruitment material, agent conduct and program representations comply with PTIRU standards, and correct any material that overstates outcomes, credentials or employment prospects.

Fees, Grants and Refunds

- Own the College's tuition and fee acceptance process end to end — fee schedules, instalment plans, receipting, trust and deposit handling,



and reconciliation against student accounts.
- Ensure every student signs a compliant enrolment contract before the acceptance of fees, containing at minimum the institution's name and address, the program name, start and end dates and duration, the cost of the program, the contract date, student and institutional signatures, an instalment payment schedule where applicable, and the tuition refund policy.
- Calculate and issue tuition refunds strictly in accordance with the prescribed refund policy and the triggering event — withdrawal, dismissal, non-delivery, late program start, or misrepresentation — and within the statutory timeframes.
- Document the basis of every refund calculation so it can be reproduced and defended in an inspection, claim or Trustee adjudication.
- Administer institutional scholarships, bursaries, sponsorships and third-party funding arrangements, and ensure their treatment in refund calculations is consistent, disclosed and defensible.
- Reconcile fee acceptance, grant disbursement and refund activity monthly with Finance, and investigate variances.
- Maintain the College's Student Tuition Protection Fund obligations and any related assessments or filings.

StudentAid BC Administration and Reporting

- Maintain the College's StudentAid BC designation and Designation Agreement, including renewals, amendments and any conditions imposed, and monitor performance against designation criteria.
- Manage StudentAid BC program eligibility — submitting programs for approval, maintaining accurate program and fee data in SABC systems, and completing distance education eligibility documentation where required.
- Act as, or supervise, an authorized institution signing officer for Confirmation of Enrolment. Only a signing officer authorized by StudentAid BC may complete a confirmation; the form is invalid if signed before the disbursement date or more than 30 days prior, and must carry the official institutional stamp or seal.
- Confirm enrolment electronically or by form within required timelines, and ensure the amount requested for remittance to the College never exceeds the disbursement and has been discussed with the student in advance.
- Notify StudentAid BC immediately when a student withdraws or drops below the minimum course load — 60 per cent of a full course load, or 40 per cent for students with a permanent, persistent or prolonged disability, and ensure no confirmation is issued after a withdrawal has taken effect.
- Administer Schedule 2 and continuation-of-study documentation, grant overaward certification, and appeal documentation for students seeking relief.
- Reconcile SABC disbursements received against student accounts, process returns of funds where a student withdraws or funding is cancelled, and coordinate the interaction between SABC remittances and the College's refund policy.
- Produce reporting to StudentAid BC on enrolment, withdrawals, course load changes and program data, and respond to SABC audits, reviews and information requests.
- Advise students and the support team on the mechanics of SABC funding — timelines, eligibility,



obligations — without straying into financial advice.

Team Leadership and Internal Assurance

- Supervise, train and develop the student support and administration team, including Student Support Officers, with a specific focus on the record-keeping, attendance monitoring and contact-logging standards that PTIRU and SABC reporting depend on.
- Design and run an internal audit cycle — sampling student files, contracts, refund calculations and confirmations of enrolment — to catch non-compliance before a regulator does.
- Maintain a compliance calendar covering every PTIRU and SABC deadline, with owners, lead times and escalation triggers.
- Report monthly to senior leadership on compliance standing, open risks, reporting status, and refund and claim activity.
- Deliver ongoing staff training whenever regulatory standards, policy manual provisions or reporting requirements change.

Qualifications and SkillsRequired

- Bachelor's degree or equivalent professional experience in education administration, business administration, or a related field.
- A minimum of 3–5 years in educational administration at a BC private training institution or comparable regulated setting, including supervisory experience.
- Demonstrated working knowledge of PTIRU regulatory standards and StudentAid BC policy, with hands-on experience meeting reporting obligations to one or both.
- Practical experience with tuition refund calculations, enrolment contracts, and fee or grant reconciliation.
- Strong analytical and numerical skills, with the ability to reconcile data across systems and defend a calculation line by line.
- Excellent written communication, including experience drafting policy, procedure and formal submissions to a regulator.
- High personal standard for accuracy and documentation, and sound judgment on confidential and contested matters.
- Advanced spreadsheet skills and experience with student management systems and an LMS.

Preferred

- Direct experience as a named contact during a PTIRU inspection, designation review, or Trustee claim.
- Experience as a StudentAid BC authorized signing officer.
- Familiarity with international student compliance requirements and their interaction with provincial standards.
- Formal training in quality assurance, regulatory compliance, or education leadership.

What Success Looks Like Within six months: a complete compliance calendar with no missed PTIRU or SABC deadline, a documented and reproducible refund calculation method, a clean internal file audit, and a monthly compliance report that leadership can rely on.Working Conditions

- On-site role; work from home is not available for this position.
- Extended hours are expected around quarterly reporting deadlines, intake periods, and inspection or audit activity.

Compensation and Benefits

- $45,000 – $60,000 per annum. Starting salary within this range is negotiable and determined by depth of experience, particularly direct PTIRU and StudentAid BC compliance and reporting experience.
- Salary reviewed annually.
- Paid time off and holiday entitlement
- Health and dental benefits

How to Apply: submit a resume and cover letter . Shortlisted candidates may be asked to complete a short practical exercise on refund calculation or reporting. Applications reviewed on a rolling basis until filled. Crescent Bay College is an equal opportunity employer.

Pay: $42,000.00-$60,000.00 per year

Work Location: In person

📌 Senior Educational Administrator (Vancouver)
🏢 Crescent Bay college
📍 Vancouver