Administrative Coordinator - Whitby, Canada - Durham College

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 community 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 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.

· Initiate a variety of correspondence such as letters, memos, lists and schedules based on knowledge of the subject matter or from the Executive Dean and Associate Deans

· 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 follow-up 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.

· Develop school orientation information. Coordinate and provide support to all new school staff regarding orientation to school and college operations, processes and procedures. Initiate organizational processes (i.e. initiate requests for new logins, additions to distribution lists, key requests, arrange and determine office space, telephone and voicemail arrangements).

· 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 non-teaching and one-time 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, partial-load and part-time 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. Follow-up with problems that arise.

· Review and analyze computer-generated 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:

Ø Enrolment reports

Ø Application stats

Ø Option selection from students

Ø Graduation applications

· 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, Dean, and Associate Deans 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. 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.

· Preparation of SWFs for each semester and ensure accuracy with schedules

· Update SWF spreadsheet used by the Executive Dean, Dean, and Associate Deans relating to current and future teaching assignments for both full and part-time professors.

· Constant updates based on reassignment and changes in staffing and curriculum

Other Projects

· Establish and coordinate faculty participation in a variety of assignments that are not outlined on faculty SWFs.

· Determine and schedule KPI classes to be surveyed. 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 school contact for college-wide project assistance, i.e. Open House, Oreintation, SFQs,

· Program guide and Program Card updates including current relevant information and program of studies and updated onto the webpage.

· Upload all PQPR and annual curriculum reports on the webpage.

· Bookware 3000 updates with teaching assignments for texts and course outlines based on input from Associate Dean.

QUALIFICATIONS:

1. Minimum three year diploma/degree in Office Administration, Business Administration or related discipline.

2. Minimum of five years' related experience in a post-secondary institution.

3. Superior ability to organize and oversee planning, details and execution thereof. Ability to work with minimal direction to meet established timelines.

4. Dependable, resourceful and possess excellent communications and interpersonal skills with a proven ability to be clear and concise in all verbal and written communications.

5. Strong organizational skills with excellent data management and time-management abilities.

6. Professional demeanour with a high level of integrity and discretion.

7. Ability to work under pressure and adhere to strict timelines, able to coordinate efforts among different groups.

8. Adaptability, flexibility and innovative problem-solving skills.

9. Demonstrates critical thinking skills to support decision making and referral of issues to appropriate internal or external individuals.

10. Willingness to learn new skills.

Payband: J; Starting Rate: $41.12; Four Year Rate: $47.67

Temporary Employee Replacement (Appendix D, see page 109 of collective agreement) May 2024 – July 2024

Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes on April 29, 2024. Competition number SS24-41.

Payband: J; Starting Rate: $41.12; Four Year Rate: $47.67

Temporary Employee Replacement (Appendix D, see page 109 of collective agreement) May 2024 – July 2024