Academic jobs in Canada

The Administrative Coordinator supports the College’s SK-Year 12 learning program and academic innovation projects and provides a wide range of high-level administrative, office, project management, research, data work and reporting support in a busy, dynamic and highly confidential environment. The Administrative Coordinator, Learning and Academic Innovation works in a procedural, consensus-building manner with faculty, students, parents and staff in keeping with the school’s vision, mission and values. This role coordinates the activities of standing committees, supports the Learning and Academic Innovation team and their interactions with students, colleagues and parents, and works collaboratively across all College departments to support the implementation of strategic and operational goals in Learning and Academic Innovation.

This Administrative Coordinator of Learning and Academic Innovation offers direct, high-level support to the Vice Principal, Learning and Academic Innovation, as well as general operational administrative assistance to the Director, Norval, the Director, Wellbeing and Pluralism and the Director, Lang Leadership Lab.

This job posting is for an existing vacancy.

Key Responsibilities and Tasks

Support and coordinate day-to-day activities and administration for the Vice Principal, Learning and Academic Innovation

• Develop and implement effective administrative procedures to ensure the efficient operation of the office of the Vice Principal;
• Coordinate the schedule for the VP Learning and Academic Innovation, including arranging appointments, conference calls, travel on school business, meetings with external and internal constituents (the latter including team / committee meetings, individual meetings with direct reports, reports with individual students and student groups);
• Ensure the calendar is always current with precise and thorough details for all scheduled activities and prepares briefing notes as appropriate;
• Serve as the first point of contact for the office of the Vice Principal. Receive visitors and answer calls and enquiries effectively, prioritizing action as required;
• Prepare a variety of meeting materials, correspondence and reports for the Vice Principal and ensure all communications emanating from the office are accurate and of the highest professional standard;
• Support the Program Senior Leadership Team (PSLT) with agendas, note-taking, long-range planning, project information and support, tracking action item follow-up. Provide support to other committees / teams chaired by the Vice Principal as needed;
• Coordinate the logistics of select projects / events managed out of the Vice Principal’s Office including arranging location bookings, catering, invitations, documentation materials, audio-visual preparation, organizing stakeholder participation, etc;
• Support special functions and events for the Vice Principal and the team.
• Provide support gathering information, preparing reports, tracking progress and acting as a liaison among various parties throughout the different stages of design and implementation of academic innovation projects, such as the Systems Transformation IB Diploma Programme pilot, and ongoing operational activities, such as the Connor Chair program, the VPs reports to the Senior Leadership Team and the Board of Governors, the whole school calendar process including the Days of Awareness..

Operational and Administrative Support for the Director of Norval, Director of Wellbeing and Pluralism and Director of the Lang Leadership Lab

• Develop and implement administrative procedures to ensure the efficient operation of significant matters under the direction of the Vice Principal and Directors;
• Provide calendar support (in particular arranging student / parent meetings as needed) and project / event support for Directors;
• Prepare and distribute communication to students, parents and colleagues;
• Coordinate the logistics of key ongoing wellbeing and pluralism initiatives, including the annual all-employee Community Reads : Pluralism Book Club (preparation of relevant communications, purchase and distribution of books, organization of book discussions);
• Support the organization of special wellbeing and pluralism events, including assemblies, PPO & PO meetings and other events including contracts with external speakers, tracking and processing related expenses, and travel arrangements;
• Assist the Director, Norval with the design and implementation of processes to support smooth program delivery and operations of the Norval Outdoor School, including permission forms, contracts, etc.

Collaboration to support key functions related to Learning and Academic Innovation across the school

• Collaborate with the Advancement and Information and Innovation teams, as well as others across the college, toward the implementation of strategic goals related to Academic Innovation, Pluralism and Wellbeing.
• Work closely with the Vice Principal’s core team, promoting effective and timely communication and collaboration with and among the Directors and their administrative supports.

Coordination of internal Professional Development (PD) program items in Learning and Academic Innovation

• Update and maintain the UCC Multi-Year Conference plan as directed by PSLT and the UCC PD Newsletter, with input from various leaders across the school.
• Support the Connor Chair process, including travel arrangements, financial tracking and processing, updating school calendars, etc.
• Work as directed by the Vice Principal to support internal PD and programming, including activities for the bi-annual PD afternoons, the PLC program, engagements with external consultants, etc.

Project Management, Research, Data Work and Reporting

• Support the management of projects that are areas of responsibility for the Vice Principal, Learning and Academic Innovation, including accreditation and strategic initiatives. Tasks may include liaising with the Executive Director, Strategy, organizing committees, budget administration and developing and maintaining tracking / reporting for various initiatives to support College priorities;
• Support research initiatives by helping identify relevant sources and related research, working with the Data Manager in the Department of Information and Innovation in the collection, analysis and reporting on data that may inform future decisions or help evaluate the impact of an initiative, identify windows of opportunity and areas of growth;
• Assist with the development, planning and execution of special projects to achieve objectives agreed upon with the Vice Principal, Learning and Academic Innovation, including building a schedule to track significant dates, project instructions or work progress;
• Manage and maintain records, track, collate and analyze data related to Learning and Academic Innovation Innovation initiatives for reports;
• Serve as a member of the College team working to progress learning analytics, involved in relevant professional development, planning and other activities in collaboration with members of the Learning team and members of the Department of Information and Innovation.

Budget Reconciliation :

• Intake, process and track invoices / expenses;
• Manage and coordinate relevant budgets for the Vice Principal, Learning and Academic Innovation, providing periodic reports as needed;
• Liaise with the Finance team to ensure guidelines and processes are followed and budget controls and monitoring are effective.

Other duties :

• Support and back-up for other administrative / executive Assistants, administrators and front of house employees at Preparatory and Upper School as required;
• Cross-train other administrators across the college to enable them to support during work peaks, vacations, and any other absences;
• Participation in any school committees and associations;
• Serve as a mentor for an IB continuum project (Personal Project, PYP Exhibition, or Extended Essay);
• Support designing, implementing, training, coordinating and maintaining any new applications, systems, processes and procedures as assigned.

Job Requirements

Experience, Knowledge and Competencies :

• Minimum completion of secondary school is required, with completion of post-secondary diploma would an asset;
• Previous several years of experience in an administrative support role, preferably in an educational or similar setting;
• Additional certifications or training in administration, project management, or student support services may be beneficial;
• Experience in managing calendars, coordinating meetings, and handling correspondence;
• Familiarity with academic programs and working with diverse stakeholders, including parents, students, faculty, and staff in an educational context is desirable;
• Understanding of professional development processes in an educational setting;
• Sound knowledge of pluralism, inclusion and diversity is an asset;
• Proficiency in using office software and tools, including calendar management software, email clients, and document processing software;
• Knowledge of and proficiency in standard desktop software (e.g., MS Office, Google Suite) and specialized school / college databases (e.g., Managebac, Bluenet, Brightspace), in order to retrieve information and prepare documents, presentations, and reports ;
• Proficient in writing, editing, and determining appropriate format and content for correspondence and presentations;
• Problem-solving skills to address scheduling conflicts, manage competing demands, and find solutions to logistical challenges;
• Ability to analyze and prioritize tasks to efficiently manage the Vice Principal’s itinerary and handle day-to-day administrative activities;
• Attention to detail in preparing comprehensive briefing packages, managing flow of information, and providing administrative support.

What We Offer

• Unparalleled opportunities for professional development including workshops, networking sessions, a leadership program, and visiting experts and scholars;
• Flexibility to substitute statutory holidays in recognition of diverse religious and cultural practices;
• Comprehensive medical, dental and vision plans, including health care and lifestyle spending accounts;
• Pension plan, generous vacation time, self-funded sabbaticals, parental leave top-up;
• Significant support for personal and family wellbeing and mental health, including the Employee and Family Assistance Program;
• Paid volunteer time off for involvement in the communities that matter to you;
• Social events for colleagues and their families;
• Collaborative and supportive team members and colleagues;
• Free on-campus parking.

About UCC

Upper Canada College (UCC) is focused on making the world a more just and inclusive place through dialogue and teamwork. With a commitment to equity and fairness, students learn that what makes us different as individuals makes us stronger as a community. A rigorous academic program is supported by accomplished faculty, exceptional co-curricular programming, and state-of-the-art facilities.

The UCC experience is underpinned by five core values : learning, pluralism, service, community, and well-being. Among its strategic goals is UCC’s ambition to become more diverse and inclusive. This is supported by a recognition that no learning community is whole without the inclusion and amplification of multiple voices; UCC is committed to fostering belonging, striving for justice and peace among all people, and addressing systemic and structural forms of oppression.

Administrative Coordinator • Toronto, Ontario, CA