Faculty Appointments Coordinator

University of Victoria; Victoria; On-site; CAD 60,000 - 80,000; Full time

Job summary

A prominent educational institution in Victoria is seeking a Faculty Appointments Coordinator to provide administrative support for faculty relations. The role requires strong organizational and communication skills to ensure compliance with policies related to faculty appointments and staffing. Candidates should have a university degree and three years of relevant experience, preferably in a post-secondary environment. This position offers a collaborative working environment and opportunities for professional growth.

Qualifications

• Requires university degree plus three years of related experience.
• Experience in a post-secondary or unionized environment is preferred.
• Experience managing confidential and sensitive information.

Responsibilities

• Process faculty appointments, reappointments, and salary adjustments.
• Facilitate communication between the Dean’s Office and central offices.
• Support faculty-level search committees with administrative documentation.

Skills

Strong administrative skills

Organizational skills

Time-management skills

Communication skills

Ability to interpret policies

Proficiency with Microsoft Office

Education

University degree

Tools

Microsoft Office Suite

SharePoint

Job description

Mandate

The Faculty Appointments Coordinator provides administrative coordination and support for faculty relations activities within the Faculty of Engineering and Computer Science (ECS). Reporting to the Dean, the Coordinator works collaboratively with the Office of Faculty Relations and Academic Administration (FRAA) to ensure faculty appointments, reappointments, promotions, tenure, leaves, and salary adjustments are processed accurately and in alignment with University policies, procedures, and collective agreements. Through effective coordination and record-keeping, the Coordinator supports the operational excellence of the Faculty’s academic personnel processes.

Objectives

• Ensure timely, accurate, and policy-compliant processing of faculty appointments, reappointments, leaves, and salary adjustments to support ECS operations.
• Support the Dean and Faculty to meet short and long-term planning and goals for faculty relations and staffing.
• Maintain secure and complete records for faculty relations activities, ensuring compliance with University records management policies.
• Facilitate effective communication and coordination between the Dean’s Office, departmental staff, and central offices such as Faculty Relations, VPAC, Payroll, and Human Resources.
• Support the continuous improvement of faculty relations administrative processes by identifying opportunities for efficiency and consistency.
• Contribute to the successful functioning of faculty-level search committees and meetings through reliable administrative support and documentation management.
  
  

This position requires a level of education, training, and experience equivalent to a university degree plus three (3) years of related experience, preferably in a post-secondary or unionized environment. An equivalent combination of education, training, and experience may be considered.

Knowledge, Skills, And Abilities

• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Strong administrative, organizational, and time-management skills with a focus on accuracy and meeting deadlines.
• Demonstrated ability to interpret and apply policies and administrative procedures under guidance.
• Ability to communicate effectively with individuals from diverse backgrounds and tailor communication for different audiences and situations.
• Demonstrated experience managing confidential and sensitive information with discretion.
• Strong communication skills, including experience drafting business correspondence, reports, and documentation.
• Experience coordinating complex administrative processes in a collaborative environment.
• Ability to build and maintain positive working relationships across a variety of units and levels.
• Ability to prioritize tasks independently within established frameworks and seek guidance for complex or precedent-setting matters.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), SharePoint, and other document management systems.
• Knowledge of post-secondary administrative systems, structures, and academic personnel processes is an asset.