Coordinator, Academic Planning

OCAD University; Toronto; On-site; CAD 80,000 - 100,000; Full time

Job summary

Join a vibrant community at an established art and design university, where your administrative expertise will support academic planning and curriculum development. This role offers an exciting opportunity to be part of a transformative phase, contributing to innovative educational practices. You will play a key role in ensuring compliance with academic standards while collaborating with diverse stakeholders. If you thrive in a dynamic environment and are passionate about fostering diversity and equity, this position is perfect for you. Enjoy a supportive atmosphere that values your contributions and promotes professional growth.

Benefits

Vacation Pay

Equity and Diversity Initiatives

Professional Development Opportunities

Qualifications

• 3+ years of administrative experience in a post-secondary environment.
• Advanced knowledge of Microsoft Office and digital document creation.
• Strong presentation skills and ability to articulate ideas clearly.

Responsibilities

• Provide administrative support for academic planning and curriculum processes.
• Maintain accurate records and prepare statistical reports.
• Collaborate with faculty on curriculum development and compliance.

Skills

Administrative Work Experience

Curriculum Development Knowledge

Microsoft Office Applications

Interpersonal Skills

Communication Skills

Organizational Skills

Analytical Skills

Attention to Detail

Education

Post-secondary Degree

Tools

Colleague

Canvas

ECM

DCU

Taleo

Job description

Department Faculty of Arts & Science Office

OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we live, work and create

OCAD University , Canada’s largest and oldest art and design university, is a vibrant community of bold, curious and compassionate artists, designers and scholars who are imagining and creating a joyful, equitable and sustainable world. The University is an internationally renowned hub for art, design, digital media, research, innovation and creativity, and arts administration. It embraces collaborative and interdisciplinary approaches to change-making through art, design-thinking curriculum and research, making OCAD U a local, regional, national and global leader in art and design.

It is an exciting time to join the OCAD U community as the University is at a key stage in its institutional transformation, with the implementation of its Academic and Strategic Plan and guiding principles — driving positive impact; decolonization, indigenization and equity; environmental sustainability; emerging as a vibrant hub; student centered approaches; innovation in learning teaching and research; and financial stewardship.

Reporting to the Manager, Faculty of Arts & Science (FAS), the Coordinator, Academic Planning, is responsible for providing administrative support to the FAS Office and its academic planning and curriculum processes.

Summary of Responsibilities:

Academic Planningand Faculty Resource Administration

• Provide support to Manager, Associate Dean, Dean and Program Chairs in the planning and programming of courses and faculty assignments, including logistical and system support using university scheduling software, maintaining the integrity of scheduling data and adhering to diversity and equity practices
• Provide support to Manager, Associate Dean, Dean and Program Chairs by reviewing, conducting and maintaining analysis of the faculty complement, enrolment data and enrolment management strategies
• Maintain accurate electronic records and prepare statistical reports to the Manager, Associate Dean, Dean and Program Chairs in relation to human resource, academic planning and curriculum development
• Support Manager, Associate Dean and Dean with faculty hiring and renewal processes, actively incorporating diversity, equity, and inclusion into the recruitment and selection processes
• Collaborate with Manager, Associate Dean, Dean and People & Culture to ensure compliance with Human Resource and Memorandum of Agreement policies, procedures and deadlines, including committee compositions, faculty appointments, faculty workload assignments, employment standards, training requirements and privacy regulations
• Maintain accurate records and support Manager with tracking and reporting of faculty complements
• Support Manager with accurate budgeting and tracking of budget and payroll expenses, including accuracy of pay rates and pay periods for sessional instructors, teaching assistants and student monitors in consultation with People & Culture and HRIS
• Act as secondary approver for bi-weekly payroll submissions, review and verify teaching assistant and student monitor submissions to ensure accurate and timely processing of payments
• Maintain records and documentation, adhering to financial regulations and reporting requirements, related to sessional instructors, teaching assistants and student monitor compensation, including the processing of honorariums, reimbursements, actual and budget transfers
• Liaise and collaborate, when required, with other departments such as Institutional Analysis, Registrar’s Office, Campus Operations and Safety & Security Services regarding institutional planning, scheduling efficiencies and dissemination of new policies
• Explore and recommend appropriate technological tools and platforms to enhance academic planning, scheduling, resource administration and curriculum development

Curriculum Development and Program Accreditation

• Support curriculum development initiatives and collaborate with Program Chairs, Manager, Associate Dean, Dean and faculty to ensure compliance with academic standards, academic approval deadlines and academic reporting processes
• Act as secretary to Program and Faculty of Arts and Science Curriculum Committees, including minute-taking, inputting proposals into the Electronic Content Management Software System and processing materials going to the Senate Undergraduate Curriculum Committee and Senate
• Support Program Chairs, Manager, Associate Dean and Dean with academic program assessment processes, including data analysis and report generation for program reviews and accreditation bodies
• Support Program Chairs and faculty to ensure coherent and progressive curriculum across programs and identify curricular gaps or opportunities to diversify curriculum and course offerings
• Maintain database of all curricular changes and cyclical courses that incorporates diversity and equity approaches and supports inclusive scheduling and student engagement
• Review and update the academic catalogue to ensure accuracy of course offerings
• Liaise and collaborate, when required, with other departments such as the Faculty of Art, Faculty of Design, Graduate Studies, Office of the Registrar and Office of the Vice-President, Academic & Provost to ensure efficient coordination of academic operations to curriculum development

Collaboration and Communication

• Engage with students, faculty and other stakeholders to gather feedback and conduct consultations on academic planning, scheduling, and curriculum development; facilitate surveys, focus groups, and meetings to ensure the diverse needs and perspectives of stakeholders are considered; and communicate outcomes and collaborate with stakeholders to implement recommendations and improvements
• Respond to inquiries from students, faculty, staff, and externals, providing accurate and timely information related to human resources, academic planning and curriculum development
• Support the Manager, Associate Dean and Dean in promoting diversity and equity initiatives within the FAS Office
• Perform clerical duties such as booking rooms, scheduling appointments and requesting and following up on work requests and office maintenance as needed
• Assist Manager, Associate Dean and Dean with special projects, events, and other duties that contribute to the successful operation of the faculty office

Qualifications:

Required:

• Post-secondary degree or equivalent
• Minimum of three (3) years of administrative work experience in a post-secondary educational or related environment
• Knowledge of curriculum development and approval processes in a post-secondary environment
• Advanced knowledge and ability to create digital documents, forms, templates and reports using Microsoft Office Applications, including Teams, Forms, Approvals, Adobe Sign, Docu Sign
• Advanced knowledge of Microsoft Applications including Project, Outlook, Teams, To Do, and Planner, including scheduling appointments, meetings and events, settings reminders, creating tasks, scheduling recurring events and sharing calendars with others and ability to troubleshoot technical issues related to Teams to ensure seamless scheduling and communication
• Advanced writing skills and ability to clearly and creatively draft content and articulate processes and communications in a diplomatic, cohesive, effective, and well-structured manner
• Ability to synthesize accurate and precise minutes for university and faculty committees
• Strong presentation skills demonstrated through presentations at conferences, seminars or workshops and the ability to articulate ideas clearly, confidently, and engagingly to diverse audiences
• Advanced interpersonal, communication, organizational, and analytical skills
• Proven ability to meet deadlines and work well with high volume, pressure, and changing priorities
• Excellent attention to detail, accuracy and the ability to prioritize tasks
• Demonstrated ability to handle confidential matters, sensitive situations, crises or challenging conversations with discretion and tact
• Demonstrated commitment to the principles of decolonization, equity and diversity; and experience promoting a respectful work and learning environment for students, staff and faculty
• Demonstrated ability to take initiative and work both independently and participate collaboratively in a team environment

Asset:

• Proficiency in Colleague, Canvas, ECM, DCU and Taleo software
• Demonstrated project management and project accounting experience

Compensation:Hiring Range - $31.59 to $36.14 per hour commensurate with experience,plus 4% vacation pay and 7% in lieu of benefits; Salary Range -$31.59 to $41.52 per hour.

Hours of Work: Monday to Friday, 35 hours per week. This is a temporary contract expected to continue until January 30, 2026.

Application Deadline: Interested applicants are invited to submit an updated * resume and cover letter (PDF) by selecting "Apply Now" below.The review of applications will begin immediately and will continue until the position has been filled.

* Please upload your resume and cover letteras one PDF. Please name your upload: FirstName_LastName-Job Code

Asan institution committed to art, design, digital media and related scholarship, OCAD University recognizes the profound and essential value that diversity brings to the creation, reception and circulation of creative practices and discourse.OCAD University understands that valuing diverse creative practices and forms of knowledge are essential to and enrich the institution’s core mission and vision as an art and design university with a local and global scope.

As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons,persons with disabilities, and persons of all sexual orientations and gender identities/expressions.

We encourage members of designated equity-deserving groups to self-identify within the voluntary Applicant Questionnaire.

All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.