Administrative Nursing Supervisor Full Time

2 weeks ago

Whitby ON, Canada Durham College Full time

About Durham College:


Durham College (DC) is leading the way as a post-secondary institution, offering an innovative and transformative student experience and hands-on learning opportunities. The 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, justice, media, art and design.


With a focus on experiential learning, DC graduates are known for having the skills and knowledge employers need. Serving the Durham Region community for over 50 years, with campuses in Oshawa and Whitby, the college offers over 12,500 full-time post-secondary and apprenticeship students access to more than 145 full-time post-secondary programs – including four honours bachelor degrees and nine apprenticeship programs. Led by over 1,860 full- and part-time staff, DC has an estimated annual economic impact of more than $913 million on Durham Region.



This position provides assistance to the Executive Dean, Dean, Associate Deans, and Office Manager in implementation of operational and strategic initiatives. Provides an extensive variety of administrative support to faculty, support staff, Executive Dean, Dean, Associate Deans, and Office Manage in the school. Liaises with the Executive Dean, Dean, Associate Deans, Central Scheduling and Strategic Enrolment Services for the development and accuracy of SWFs, Spring Memos, schedules, and classroom assignments. Identifies process problems, initiates and maintains new processes for college wide initiatives such as SFQs, KPI Surveys, Bookware 3000 updates and Course Outlines in WebCot. 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.


·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 Deans


·Coordinate and provide administrative support related to committees including program advisory committees, 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.


·Initiate organizational processes (i.e. initiate requests for new logins, additions to distribution lists, key requests, arrange and determine office space, telephone and voicemail arrangements).


·Provide administrative support when front desk support staff are absent and take over their tasks that require immediate action/response.


·Prepare contract information for all part time faculty hires as well as for all non-teaching and one-time contracts for each semester.


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; Develop SWFs based on discussions between Executive Dean, Dean, and Associate Deans and faculty. Makes recommendation to Executive Dean, Dean, and Associate Deans if faculty 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.


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. Conduct a degree audit for prospective graduating students in all programs, review students’ history against program of studies, identify equivalencies and investigate all anomalies. Liaise with Registrar’s Office for the finalized graduation lists. Ensure all graduates are included and all honour roll standings are accurate. Coordinate with Registrar’s Office in verifying/confirming the eligibility of students for graduation particularly where more than one criteria is required. Making decisions on special consideration to policies and procedures e.g. late registration and repeated course registration approvals. Determine In-Course Scholarship winners three times per year.



Collect data required to project enrolment figures using:


Ø Graduation applications


·Liaise with web registration team regarding problems and new processes with regards to student registration.


·Liaise with Central Scheduling and Executive Dean, Dean, and Associate Deans to ensure all faculty assignment changes are completed and are accurate within specified deadlines.


· Check status of block codes during registration period and initiate any changes required to ensure flawless web registration for students.


·Update SWF spreadsheet used by the Executive Dean, Dean, and Associate Deans relating to current and future teaching assignments for both full and part-time professors.


·Other Projects


·Determine and schedule KPI classes to be surveyed. Acts as the school contact for college-wide project assistance, i.e. Minimum three year diploma/degree in Office Administration, Business Administration or related discipline.


Superior ability to organize and oversee planning, details and execution thereof. Strong organizational skills with excellent data management and time-management abilities.


Temporary Employee Replacement (Appendix D, see page 109 of collective agreement) May 2024 – July 2024



Please apply below by submitting your cover letter and resume to the online portal. Temporary Employee Replacement (Appendix D, see page 109 of collective agreement) May 2024 – July 2024


Please apply below by submitting your cover letter and resume to the online portal.

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