Office and Operations Coordinator, Professional & Continuing Studies

brocku; St. Catharines; On-site; CAD 42,000 - 54,000; Full time

Job summary

Brock University is seeking an Office and Operations Coordinator for Professional and Continuing Studies. The role provides superior customer care to in-person, online and hybrid students, learners, guests and partners, with emphasis on data entry and accurate records management.

Responsibilities include coordinating ESL forms, supporting staff, organizing files, and assisting with events and financial reporting in a dynamic post-secondary environment.

Qualifications

• Post-secondary courses including computer applications, office administration, or the equivalent combination of education and experience.

Responsibilities

• Screen communications to determine priority and redirect as needed.

Skills

CRM system

Data entry

Microsoft Office

Organizational skills

Communication skills

Education

Office administration courses

Tools

Workday

Brock DB Contract system

LMS

Job description

Brock University is located on the traditional territory of the Haudenosaunee and Anishinaabe peoples, many of whom continue to live and work here today. This territory is covered by the Upper Canada Treaties and is within the land protected by the Dish with One Spoon Wampum Agreement.

We are one of Canada's outstanding comprehensive universities, where excellence and innovation thrive! Brock has been proudly recognized as a Hamilton-Niagara Top Employer for eight consecutive years. Brock continues to earn recognition as one of Canada's Best Employers and one of Canada's Best Employers for Diversity in 2026. For the second consecutive year, Forbes, in partnership with Statista, also named Brock one of Canada's Top Employers for Company Culture. At Brock, you will find a welcoming, inclusive community and an exciting range of meaningful career opportunities.

Ignite new possibilities for your career. Break through at Brock.

Post End Date:

September 9, 2026 at 11:59 PM

This job advertisement is to fill an existing vacancy in the OSSTF (Employee Group)

About the R ol e:

Reporting to the Manager, Professional & Continuing Studies Operations , t he Office and Operations Coordinator provides superior customer care to all in-person, online and hybrid students, learners, guests and key partners . The Coordinator will provide proactive and efficient reception and clerical support for Professional and Continuing Studies including the English as an Additional Language program.

The role requires a high-degree of organizational skills, process identification and follow-through, prioritization, extensive attention to details, data entry and strong ability to organize, define and execute data entry with excellent accuracy towards student information and financial details .

The Office and Operations Coordinator will:

• Screen communications to determine the nature and priority of the inquiry, and accurately prioritize and process requests or redirect as necessary;
• Assist students with accurate completion of forms, explaining forms and responding to any questions;
• Support students with technical inquiries and refer as necessary to ITS;
• Prepare, organize, scan, and upload ESL forms and files to electronic files;
• Develop, maintain and support filing systems in all necessary mediums (i.e., paper and/or online);
• Initiate new student and customer records in all necessary systems (i.e., including but not limited to multiple CRMs, Excel, PCS System, LMS, etc.);
• Update and maintain student records throughout the continuous intake cycles for the fall, winter, spring terms as well as special programs throughout the year;
• Organize all necessary requirements for new and exiting staff (i.e., submitting computer access requests, security codes, key transfers, office logistics setup, etc.);
• Assist in orienting new staff to departmental procedures;
• Schedule appointments and meetings for ESL as required , and register staff for conferences, workshops and/or events;
• Arrange and attend meetings, book rooms and equipment, order food/beverages, prepare and distribute meeting agendas and materials, take notes, prepare formatted meeting minutes in a timely fashion for review/ approval and circulate minutes to appropriate parties after meetings;
• Assist in coordinating events (i.e., book venues, arrange hospitality and travel accommodations, send invitations, organize guest speakers, all logistics , etc.);
• Support the PCS Operations Manager in all financial reporting duties;
• Input tuition/ancillary charges for students, process refunds and follow up with any student payment issues;
• Support payment of invoices for PCS and Brock ESL; and
• Complete payment processing and identify challenges to the PCS Operations Manage r.

Key Skills and Experience:

• Post-secondary courses including computer applications, office administration , or the equivalent combination of education and experience ;
• A minimum of 2 years experience providing administrative support preferably in a post-secondary environment ;
• Strong administrative abilities including ability to keep accurate records and schedules;
• Familiarity with working in a CRM system and in a Continuing Education and ESL environment;
• Awareness of relevant University policies , procedures and privacy legislation ;
• Excellent writing, grammar and proofreading skills;
• Solid computer competency including Microsoft Office Word, Outlook, Excel, web applications, internet search engines, scheduling software, and working knowledge of customized Brock systems such as Workday and Brock DB Contract system ;
• Ability to interact with persons from diverse backgrounds;
• Strong written, verbal, and interpersonal communication skills, including the ability to explain and enforce policies exercising tact, discretion, and confidentiality;
• Strong initiative and ability to function as a self-starter;
• Excellent attention to detail with a high degree of accuracy; and
• Strong organizational skills and the a