Administrative Coordinator

Durham College; Oshawa; On-site; Full time

Job summary

Durham College is seeking a full-time support staff member for the Faculty of Social and Community Services. The ideal candidate will provide administrative assistance, manage records, and oversee exam processes while maintaining a professional and organized work environment. This position requires strong interpersonal skills, adaptability, and the ability to work under pressure while managing multiple tasks.

Qualifications

• Minimum 5 years experience in a post-secondary institution.
• Ability to work under pressure and meet deadlines.
• Professional demeanour with high integrity.

Responsibilities

• Provide administrative support to faculty and leadership in the school.
• Manage and oversee student records and exam processes.
• Initiate budget adjustments and maintain office expenditures.

Skills

Organizational Skills

Communication Skills

Interpersonal Skills

Time-management

Problem-solving

Education

3-year diploma or degree in Business Administration

Job description

About Durham College:

Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the skills and knowledge they need to adapt to the ever-changing workforce.

A leader in innovative teaching and learning, Durham 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, media, art and design.

Our modern campuses in Oshawa and Whitby offer 145 programs – including six honours bachelor’s degrees and 11 apprenticeship programs – to more than 13,700 full-time post-secondary and 2,300 apprenticeship students. In addition, more than 14,600 students participate in professional and part-time learning. More than 110,500 alumni represent the college, both locally and around the world.

A forward-looking organization committed to collaboration, innovation and sustainability, Durham College is ranked annually as one of the GTA’s Top 100 employers and one of Canada’s Greenest Employers and has been recognized as a Top 50 Research College in Canada, 10 times.

DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.

Position Information:

Full-time Support Staff Position Opportunity

Payband: J; Starting Rate: $42.56; Four Year Rate: $49.34

Department: Faculty of Social and Community Services

Hours: 35 hours per week one (1) hour lunch; Mon – Fri (8:30 am – 4:30 pm)

Reporting To: Executive Dean, Faculty of Social & Community Services and Professional & Part-time Learning

Campus Location: Oshawa

Duties and Responsibilities:

General:

• This position provides assistance to the Executive Dean and Associate Dean in implementation of operational and strategic initiatives.
• Provides an extensive variety of administrative support to faculty, support staff, Associate Dean and the Executive Dean in the school.
• Assigns work to support staff to meet required deadlines.
• Provides overall leadership for the support staff in the administration of day-to-day operations in the school.
• Develops, initiates and maintains information tracking systems such as divisional budget and student records; co-ordinates meetings and special events, advises students, and maintains confidential records.
• Oversees the maintenance and setup of electronic communication systems for communication with students (i.e. websites, WebCOT, ICE).Is responsible for the development and accuracy of schedules and liaises with the Executive Dean,
• Associate Dean and Central Scheduling and Strategic Enrolment Services.
• Identifies process problems, initiates and maintains new processes.
• Is 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.
• Respond to and/or provides guidance to students regarding very sensitive issues.
• 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 Dean..
• 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, 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.

Exams:

• Sets processes and deadlines for school regarding exam processes and liaises with various departments to ensure services are coordinated.i.e. Centre for Students with Disabilities, print shop coordination of deadlines.
• Collect and report information required for examinations schedule.Ensure the accuracy of exam schedules and seating capacities.
• Communicates exam week processes to faculty, staff and students.
• Create Exam Invigilation Schedule and assign invigilation duties for faculty.Schedule student conflicts and invigilate exams as required.Ensure accuracy of all schedules.
• Preparation and set up of exam bagging area; ensuring all required materials are available and necessary information is posted.
• Oversees and coordinates all exam activities for the school during exam week ensuring that all exams are typed, copied, bagged and transported to appropriate exam rooms, invigilation coverage is maintained and responds to student crises (late arrivals, late conflict applications, AEG applications, etc).

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 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/ Associate Dean if teachers’ 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.

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.
• Initiate and coordinate processes to inform students of choices in program.Collect and report information to
• Registration.Follow-up on outstanding information.
• Represent the school on various operational and strategic committee meetings.
• Acts as the school contact for college-wide project assistance, i.e. booklist, laptop distribution, family/school orientation.

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 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.Verify College Honour Roll letters and mail or distribute to the recipients.

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
• Graduation applications
• Liaise with web registration team regarding problems and new processes with regards to student registration.

Budgets:

• Initiates budget adjustments.
• Assists Dean with preparation of capital and operating budget. Assists with cost savings strategies.
• Maintains and monitors school expenditures pertaining to school office supply budget. Ensure that faculty keep within the required financial allotment for purchase of office supplies.
• Approve and code invoices for payment.
• Prepares, submits and verifies the payroll.

Qualifications:

• A minimum of a 3-year diploma or degree in Business Administration or equivalent.
• A minimum of 5-years of related work 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.