Academic and Administrative Coordinator (ISP and Honours College)

Job title: Academic and Administrative Coordinator (ISP and Honours College)

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Job Details

Academic and Administrative Coordinator (ISP and Honours College) – (01438)

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Application Restrictions

Open to both Internal and external

Job Type

Administrative/Management

Posting In effect from

16/2/2024

Closing Application Date

4/3/2024

Applications will be reviewed commencing the closing application date and may continue until the position is filled.

Full/Part Time

Full Time

Admin Type

Term-Certain

Anticipated Start Date

27/2/2024

Position End Date (If Applicable)

4/8/2026

DUTIES

The Academic and Administrative Coordinator is responsible for assigned operational and administrative functions supporting the development of TRU’s Honours College and providing project management and tracking support for the 8 Integrated Strategic Planning (ISP) teams funded by the Provost’s Office. The incumbent is responsible for providing discreet, tactful, organized and highly confidential administrative coordination that adheres to TRU’s Integrated Strategic Plan, and to TRU’s policies and collective agreements. The incumbent must anticipate the needs of the Special Advisor and communicate with the executive offices of, primarily, the Provost, and where directed the President and the other Vice-Presidents, Deans, Directors and other administrative staff, support staff, faculty, research faculty members, community partners, and students at TRU. The incumbent may also liaise with municipal, provincial, national and international external agencies, organizations, ministries and institutions. The position also supports the Special Advisor’s ongoing research responsibilities, especially as they foster community networking, student research engagement, and capacity building.

Working under the direction of the Special Advisor, and in close consultation with the Provost and Provost’s staff, this position provides administrative and project management support for human resource management, research, financial management, project management, communication, event coordination, marketing and program development administrative processes. The Coordinator works with faculty and students, and is a member of the Honours College leadership team (the Honours Council). Where requested by the Special Advisor, the role provides support in the development of the College’s planning processes, updates on the 8 ISP projects, and helps the project leads prepare regular reports for the Provost’s Office. This position requires a high level of decision-making, sensitivity and judgment and also handles confidential information on personnel, performance, finances and future organizational changes in honours programming and the development of the College. This position also interacts closely with internal and external stakeholders and may represent the Special Advisor in a variety of contexts both on and off campus.

MAJOR RESPONSIBILITIES
Human Resource Management
Provides support, coordination and guidance on human resource matters, including:

• Supervises designated Support Staff positions and manages performance and workload related issues related to Honours College and the hiring needs of the 8 ISP projects;
• Recruiting, selection, and, where appropriate, training of support staff, contractors, research assistants, and postdoctoral fellows
• Provides recommendations and guidance to the Special Advisor and the Honours Council in the areas of human resource practices, labour relations and collective agreements for CUPE, Administration and Faculty staff;
• In consultation with the Special Advisor, coordinates professional development and training opportunities for Honours College initiative;
• Coordinates with People and Culture all faculty, student, limited term and contract hiring, where directed by the Special Advisor;
• Manages external contractors in accordance with relevant agreements
• Coordinates and assists in the delivery of performance review instruments for the Honours College and the 8 ISP projects, including overseeing the summary of data from such evaluations;
• Provides support for the Special Advisor’s ongoing research responsibilities, as determined and assigned by the Special Advisor.

Project Management

• Providing coordination and support for special projects related to the needs and goals of the Honours College and the 8 ISP projects. Where assigned by the Special Advisor, and working in concert with project leads and the Provost’s Office, may coordinate the work of a team to effectively accomplish special project goals or initiatives;
• As directed by and working closely with the Special Advisor, providing coordination and support for honours program promotion, recruiting, and the development of a living-learning community
• As requested, may coordinate funding proposals and grant applications through National and Provincial funding agencies, including performance reporting.

Financial Management
Monitors, reviews and provides guidance on budget issues, operations, cost recovery, and capital plans related to the Honours College and the 8 ISP projects:

• Tracking and reporting, grant management, budget submissions, cost projections, allocations;
• Liaising with financial services to resolve discrepancies;
• Where delegated, managing and providing coordination and support for the procurement function for the development of honours programming and the ISP projects, including requisitions, PSA’s and preparation of contracts;
• Initiating approval at management level on financial matters;
• Providing support and guidance at budgetary and financial meetings with Special Advisor, the Honours Council, the Provost, and budgetary personnel;
• Prepares for the Special Advisor and, where directed, for the Provost’s Office, various reports, including web and cheque requisitions, reports for public bodies, expense reports, assigns financial codes, helps monitor financial commitments and expenditures, and reconciles P-cards.

Planning, Communications and Marketing

• Plays a role in the creation and implementation of the strategic and business plans
• Supports the development, research and crafting of integrated strategic plans, annual budget plans, procedures and internal reporting including accountability, annual and budget reports
• Represents the Special Advisor on relevant TRU committees (particularly the Honours Council) and is involved, and provides input into the administrative and operational recommendations and decisions of the Special Advisor and the Honours Council
• Liaises and communicates closely with internal and external agencies on relevant honours program and ISP matters
• Working closely with the Special Advisor and the Honours College, administers and manages public relations, marketing initiatives and special events consistent with the strategic goals of (1) the developing honours program, and (2) the successful completion of the 8 ISP projects

General Operations:

• Provides management and support through assessment and support on the best use of technology and equipment
• Schedules appointments and meetings for the Special Advisor; and where requested, participates in selected meetings. Organizes meeting, workshop, conference and retreat logistics, including preparation of agendas, arranging meeting times, location, food, accommodation and travel arrangements. Some meetings involve administrators from other institutions
• Identifies and leads the development, and administers and reviews the implementation of relevant new operational policies and procedures (e.g., the Honours College/ISP Charter)

REPORTS TO
Special Advisor on Integrated Strategic Planning

QUALIFICATIONS

REQUIRED KNOWLEDGE/SKILLS

• Bachelor’s Degree with 5 years of related experience at the senior administrative level of operations, or a combination of significant administrative expertise and previous experience working in a research or academic leadership setting
• Supervisory experience with demonstrated ability to work with a variety of stakeholders
• The appropriate interpersonal skills to work strategically and cooperatively with others at all levels of the organization and with partners
• Familiarity with educational program planning
• Familiarity with program evaluation
• Ability to liaise effectively with faculty, students, administration, and community partners on behalf of the Special Advisor, and when requested, the Honours Council
• Financial management, research and grant preparation skills
• Effective communication skills; both written and oral and the ability to communicate effectively and tactfully with persons from diverse cultural backgrounds
• Ability to plan and coordinate complex projects effectively
• Strong diplomatic, organizational, analytical and problem solving skills
• Advanced computer literacy including work processing, budget spread sheets, database, power point presentations, data analysis software
• Demonstrated project management experience, including the ability to set realistic goals and time lines and work independently to achieve these
• Interest in academic program planning, community-engaged research, and high impact learning

Pay Band

$73,908.00 – $84,467.00 ( Admin Pay Band BL )

Location

Kamloops, BC CA (Primary)

# of Hires Needed

1

Organizational Unit

Thompson Rivers University -> Office of Provost and VP Academic

Diversity and Inclusion Commitment:

Thompson Rivers University is strongly committed to hiring based on merit with a focus on fostering diversity of thought within our community. We welcome those who would contribute to the further diversification of our staff, our faculty and its scholarship including, but not limited to, women, Indigenous, Black and People of Colour, persons with disabilities and persons of any sexual orientation or gender identity. Please note that all qualified candidates are encouraged to apply, however applications from Canadians and permanent residents will be given priority.

NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our . External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.

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