Administrative Coordinator - Whitby, Canada - Durham College

Durham College

Verified Company

Whitby, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

DUTIES AND RESPONSIBILITIES:

This position provides assistance to the Executive Dean, Dean, Associate Deans, and Office Manager in implementation of operational and strategic initiatives.

Provides an extensive variety of administrative support to faculty, support staff, Executive Dean, Dean, Associate Deans, and Office Manage in the school.

Responsible for the work assignments for work-study students.

Liaises with the Executive Dean, Dean, Associate Deans, Central Scheduling and Strategic Enrolment Services for the development and accuracy of SWFs, Spring Memos, schedules, and classroom assignments.

Identifies process problems, initiates and maintains new processes for college wide initiatives such as SFQs, KPI Surveys, Bookware 3000 updates and Course Outlines in WebCot.

They are responsible for the accuracy of school and other work requiring action from other areas within the college.

Office Administration:

Initiate and implement effective administrative procedures to ensure the efficient operation of the school office.
Respond to inquiries on a wide range of issues concerning college academic policies, programs, operating procedures and academic/college/school services.
Coordinate and provide administrative support related to committees including program advisory committees, focus groups: set meeting dates, bookings, generate and circulate agendas, record and transcribe minutes at meetings, distribute minutes with appropriate attachments or followup information.
Coordinate, delegate assignments and ensure completion of tasks to office staff, contract staff. Coordinate work study student(s) responsible for hiring, administering payroll, ensure appropriate training etc.
Provide confidential administrative support related to sensitive issues.
Provide administrative support when front desk support staff are absent and take over their tasks that require immediate action/response.
Prepare contract information for all part time faculty hires as well as for all nonteaching and onetime contracts for each semester.

Staff/Faculty Records Management:

Manage and administer school attendance (vacation/sick/lieu etc.) records. Tracks overtime accumulated by staff and coordinate office coverage.
Calculate and prepare monthly sessional, partialload and parttime payroll documentation. Determines overtime for faculty and initiates payment.
Input teaching assignments into Standard Workload Form (SWF) generated by the computer; input revisions to the SWF's submission.
Develop SWFs based on discussions between Executive Dean, Dean, and Associate Deans and faculty. Determine optimum load based on faculty preferred courses and sections available. Prepare faculty assignment list for Central Scheduling.
Makes recommendation to Executive Dean, Dean, and Associate Deans if faculty load is low based on course availability and faculty expertise and revise as necessary
Determine faculty overtime based on union contract parameters and notify faculty regarding overtime status and ensure payment is made for overtime they are entitled.

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. Followup with problems that arise.
Review and analyze computergenerated reports of all student marks against mark sheets to determine College Honour Roll and President's Honour Roll.
Prepare and post the list of school's College Honour students each semester. Prepare and verify College Honour Roll letters and mail or distribute to the recipients.
Conduct a degree audit for prospective graduating students in all programs, review students' history against program of studies, identify equivalencies and investigate all anomalies. Liaise with Registrar's Office for the finalized graduation lists. Ensure accuracy of Convocation Booklet. Ensure all graduates are included and all honour roll standings are accurate. Determine Top of Class and possible medal winners for each program/school.
Coordinate with Registrar's Office in verifying/confirming the eligibility of students 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.
Determine In-Course Scholarship winners three times per year.

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 using:
Enrolment reports
Application stats
Option selection from students
Liaise with web registration team regarding problems and new processes with regards to student registration.