Part-time Administrative Coordinator

Job title: Part-time Administrative Coordinator

Job description: About Durham College:

Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of the GTA’s Top 100 employers.

The college offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, justice, media, art and design.

With a focus on experiential learning, DC graduates are known for having the skills and knowledge employers need. More than 104,000 alumni represent the college, both locally and around the world.

Serving the Durham Region communities for over 50 years, with campuses in Oshawa and Whitby, the college offers over 12,500 full-time post-secondary and apprenticeship students access to more than 145 full-time post-secondary programs – including four honours bachelor degrees and nine apprenticeship programs. Led by over 1,860 full- and part-time staff, DC has an estimated annual economic impact of more than $913 million on Durham Region.

DUTIES AND RESPONSIBILITIES:

This position in the Faculty of Business provides assistance to the Executive Dean and Associate Deans in the implementation of operational and strategic initiatives. In addition, the incumbent will provide an extensive variety of administrative support to faculty and support staff. Working with the Faculty of Business leadership team, the position collaborates with support staff to meet required deadlines and in the administration of day-to-day operations of the Faculty. The coordinator develops, initiates, tracks and maintains information such as program scheduling and student records; co-ordinates meetings and special events; and maintains confidential records. In addition, the incumbent oversees the maintenance and setup of systems for communication with students (e.i. DC Connect) and identifies process problems, initiates and maintains new processes, among their duties.

Office Administration:

• Initiate and implement effective administrative procedures to ensure the efficient operation of the Faculty office.
• Respond to inquiries on a wide range of issues concerning college academic policies, programs, operating procedures and academic/college/school services.
• Respond to and/or provides guidance to students regarding a range of issues, including those that are sensitive, complex and confidential.
• Initiate a variety of correspondence such as letters, memos, lists and schedules based on knowledge of the subject matter or from the Executive Dean, Associate Deans and Manager.
• Coordinate and provide administrative support related to committees including advisory committees, program coordinators meetings, focus groups: set meeting dates, bookings, generate and circulate agendas, record and transcribe minutes at meetings, distribute minutes with appropriate attachments or follow-up information.
• Coordinate, communicate assignments from Faculty leadership and ensure completion of tasks to office, contract and other staff.
• Provide confidential administrative support related to sensitive issues.
• Develop Faculty orientation information in collaboration with the Student Advisors. Coordinate and provide support to all new contract and full-time faculty and staff regarding orientation to Faculty and college operations, processes and procedures. Initiate organizational processes (e.g. initiate requests for new logins, additions to distribution lists, key requests, arrange and determine office space, telephone and voicemail arrangements).

Scheduling:

• Determine accurate term curriculum based on changes to Program of Studies for each semester and prepare necessary reports.
• Determine number of sections required based on expected enrolment.
• Collect data required to project enrolment figures
• Liaise with web registration team regarding problems and new processes with regards to student registration.
• Collect and implement changes to Program of Studies. Ensure accuracy of completed drafts and changes to Banner records (pre-requisites, equivalencies, credit hours etc.).
• Liaise with Central Scheduling and Executive Dean/Associate Deans/Manager to ensure all faculty assignment changes are completed and are accurate within specified deadlines.
• Ensure accuracy of block codes and ensure they meet needs for registration – ensuring appropriate number of seats in each program; that each section is utilized to the maximum and not over-blocked.
• Create forced timetables for programs with specialized registration requirements.
• Review and ensure accuracy of loading sheets (faculty and program) and check against timetables to ensure all request and program of studies requirements have been maintained. Initiate changes as required.
• Collect, report and track timetable change requests from faculty and share with Executive Dean/Associate Deans. Identify solutions to timetabling problems. Prioritize requests and liaise with Central Scheduling.
• Check status of block codes during registration period and initiate any changes required to ensure flawless web registration for students.
• Assist with determining scheduling requirements for programs and college-wide Communications and General Education offerings.

Faculty of Business and Faculty management:

• Input teaching assignments into Standard Workload Form (SWF) generated by the computer; input revisions to SWF submissions.
• Develop SWFs based on discussions between the Executive Dean/Associate Deans and faculty. Determine optimum load based on a range of factors, including faculty preferred courses and sections available.

Student Records Management:

• Coordinate marks submission process based on timelines. Communicate mark submission process to faculty and staff and ensure all are meeting required deadlines. Follow-up with problems that arise.
• Maintains individual student records pertaining to credits/withdrawals and provide faculty and other departments with information on student status through weekly computer generated reports.
• Review computer-generated reports of all student marks to determine College Honour Roll.
• Prepare and post the list of the Faculty’s College Honour students each semester. Prepare College Honour Roll letters and mail or distribute to the recipients.
• Provides guidance to students regarding their status, requirements, electives, changes to their timetable, and provide information to students on the requirements for graduation, particularly where more than one criteria is required. Making decisions on special consideration to policies and procedures e.g. late registration and repeated course registration approvals. Provide assistance to students regarding credits and equivalencies.

Budget:

• Initiates budget adjustments, approve and code invoices for payment.
• Maintains and monitors expenditures pertaining to school office supply budget. Ensures that faculty keep within the required financial allotment for purchase of office supplies.

Other Projects:

• Determine and schedule student feedback surveys. Coordinate faculty participation for surveyors. Communicate processes to all faculty and staff and ensure that all are meeting required deadlines. Coordinate and update subject descriptions to be used in College Calendar and Program Guides.
• Represent the school on various operational and strategic committee meetings.
• Acts as the Faculty contact for college-wide project assistance, e.g. booklist, laptop distribution, family/school orientation.

QUALIFICATIONS: * Minimum three-year diploma/degree in Office Administration, Business Administration or related discipline.

• Minimum of five years’ related experience in a post-secondary institution.
• Superior ability to organize and oversee planning, details and execution thereof. Ability to work with minimal direction to meet established timelines.
• Dependable, resourceful and possess excellent communications and interpersonal skills with a proven ability to be clear and concise in all verbal and written communications.
• Strong organizational skills with excellent data management and time-management abilities.
• Professional demeanour with a high level of integrity and discretion.
• Ability to work under pressure and adhere to strict timelines, able to coordinate efforts among different groups.
• Adaptability, flexibility and innovative problem-solving skills.
• Demonstrates critical-thinking skills to support decision-making and referral of issues to appropriate internal or external individuals.
• Willingness to learn new skills.

Required Skills

Hourly rate: $35.65 – $44.57

Required Experience

Hours: Up to 24 hours per week

Reporting To: Executive Dean

Temporary Part-time Support Opportunity (January 2024- June 2024)

Please apply below by submitting your cover letter and resume to the online portal. Applications will be accepted until November 29,2023. Competition number SP23-44.

This position is located at 2000 Simcoe Street North, Oshawa. .

Click Here to Apply

Source: