Coordinator, Centre for Learning and Innovation Systems

NATIONAL OCCUPATION CODE 41405POSITION TYPE FULL-TIME, 35 HOURS/WEEK Responsible for the coordination of the annual operations of the Quality Assurance process/activities for academic programs of the College. The Coordinator, Centre for Learning and Innovation (CLI) Systems will be responsible for the coordination of the “Annual Program Review” (APR) activities, preparing a development schedule for “Comprehensive Program Reviews” (CPR) after the APR process and the development of an annual “Program Mix” report. The Coordinator will work with research analysts to support the generation of an annual program mix report for the Office of the Vice President Academic. Additional duties for this position may also include, but is not limited to, participation on College committees and external committees as they relate to the institution and program offerings. The position involves comprehensive oversight of various aspects of the CLI operations. Responsibilities include inputting, updating, and ensuring data integrity in the database, monitoring and facilitating the course creation process, implementing quality assurance measures for course components, coordinating program revision and development processes, updating course information on the website, and overseeing a course outline repository platform. The position requires collaboration with various stakeholders, proactive issue identification and resolution, and staying informed about industry trends and best practices. Responsibilities include but are not limited to: Quality Assurance Operations

• Coordinate annual program review (APR) delivery schedules (on-campus and online).
• Work with Academic Deans, Program Managers and Academic Coordinators to schedule APR’s during the academic term (May each year).
• Arrange data from the Registrars Office, Academic Operations Office and Financial Services to be included in the APR package prior to distribution.
• Ensure procedural fairness and consistency in the selection of programs entering the comprehensive program review process.
• Train academic administrators on the proper use of the APR templates and data.
• Generate a 5-year schedule to complete CPR’s in every MITT program.
• Collaborate with internal and external partners during the CPR process quality assurance standards in curriculum development are followed and instructional design.
• Prepare and present an executive summary from the data collected from the APR process for Executive Committee.
• At the completion of the APR process, develop a briefing report on the top 5 and bottom 5 performing programs and what factors influence their position on the performance list.

• With the data collected from the APR, produce an annual program mix report to support the Executive Council when making programming decisions.
• Prepare new program implementation reports as required that also include program suspension or cessation strategies.
• Work with Academic Operations staff to facilitate the development of environmental scans for potential new programming (programs to be identified by the VPA office annually).
• Coordinate archival data acquisition activities with the Registrars Office to accurately populate the report.
• During the APR process, support and coach academic administration on best practices and procedural matters (i.e. CAMS, D2L use and documentation; student exits; course outline completion).
• Track documentation for Accreditation, re-accreditation, and other certification processes as identified by the Program Manager.
• Work closely with the program team, Program Manager, Centre for Learning and Innovation staff, and industry experts in program reviews to ensure that courses and programs are relevant and respondent to the needs of the business community.

• Work with other post-secondary institutions with similar program areas to share non-exclusive and non-proprietary data sets, as well as teaching and learning tools and best practices.
• Liase with internal and external stakeholders to continuously monitor stakeholders needs and provide timely feedback.
• Consult regularly with the appropriate Program Manager and provide status updates on activities.
• Build effective relationships across various functional areas and with partners.
• Liaise with professional industry associations and community partners as required

• Provides advice and guidance to junior (or student) colleagues.
• Reviews work of and provides feedback to junior (or student) colleagues.
• Assists Manager with new staff onboarding.

• Validate information submitted through change forms and proposals, ensuring completeness, accuracy, and adherence to established guidelines and protocols.
• Act as the primary point of contact for stakeholders submitting change forms and proposals, offering expert guidance and clarification on required documentation and procedural requirements.
• Collaborate closely with academic departments and administrative units to gather additional information when necessary, fostering a proactive approach to ensure all relevant details are captured during the validation process.
• Conduct reviews of the submitted documents, checking for consistency and coherence in the proposed changes. Provide detailed feedback to stakeholders, offering constructive suggestions for improvement and ensuring a transparent and collaborative exchange of information.
• Maintain a comprehensive and organized tracking system for program revision and development documents.
• Stay informed about institutional policies, regulatory requirements, and industry best practices related to change management in educational settings.

• Input information about new programs and courses into the database, ensuring data integrity and completeness. Maintain and update the database records for existing programs and courses, adhering to approved minor and major change forms to reflect any modifications.
• (Future state) Manage course equivalencies by evaluating and documenting how courses from different programs correspond to each other in terms of content, learning outcomes, and credit value and enter this information in the database.
• Generate registration reports by extracting relevant data from the database and distributing them to both the Registrar's Office and the respective academic teams.
• Oversee database version control, ensuring the creation of a new instance before each academic year.
• Implement data quality assurance measures, conducting regular audits to identify and rectify inconsistencies or errors within the database.
• Serve as a subject matter expert on database-related inquiries.
• Build new queries tailored to meet the specific reporting needs of stakeholders, ensuring the extraction of relevant information from the database.

• Monitor program spreadsheet updates ensuring accuracy and completeness of information.
• Validate and transfer updated data to the Registrar’s Office spreadsheets.
• Collaborate with the Registrar's Office and MyLearning teams facilitating the timely and precise transfer of information for each intake, fostering a cohesive and efficient workflow.
• Establish and maintain an organized documentation system for each intake, ensuring accessibility and clarity for all stakeholders involved in the course creation process.
• Serve as a central point of contact and coordinator for the course creation process, acting as a liaison between academic teams, the Registrar's Office, and MyLearning, promoting effective communication and streamlining the exchange of crucial information.
• Implement proactive measures to identify and address potential bottlenecks or issues in the course creation process, working collaboratively with relevant stakeholders.
• Administer and control user access permissions on the SharePoint site to ensure individuals have the right level of access limited to their specific documents.
• Provide comprehensive support during peak periods, demonstrating flexibility and adaptability to meet tight deadlines and address emergent challenges in the course creation cycle.

• Ensure alignment between the course information stored in the database and the content published on the website, guaranteeing accuracy, consistency, and up-to-date information for students and stakeholders.
• Conduct systematic and regular audits of the course catalog on the website, reviewing details such as course descriptions, prerequisites, course hours, and any additional relevant content. Identify and rectify any discrepancies promptly to maintain the integrity of the information presented to website visitors.
• Proactively communicate information on curriculum changes, new program offerings, and modifications to existing courses to the Projects team and request timely updates to the website to reflect the most current and accurate information.

• Oversee the end-to-end management of the Simple Syllabus platform, ensuring that the most current and accurate course information is consistently uploaded from the database. This involves regular reviews, updates, and validations to maintain a dynamic and reliable repository of course outlines.
• Prepare programs for launch on the Simple Syllabus platform, serving as a liaison between the academic teams and educational technologists conducting instructor training.
• Perform a comprehensive audit of course learning outcomes for programs integrating Simple Syllabus and subsequently input the verified outcomes into the database.
• Address technical issues and provide timely resolution to ensure the uninterrupted functionality of the Simple Syllabus platform.
• Manage user administration and role assignments within the Simple Syllabus platform, overseeing access controls and permissions to safeguard the integrity of course outlines and related content.
• Collaborate with academic teams and faculty members to gather feedback on the usability and effectiveness of the Simple Syllabus platform.
• Stay abreast of the latest updates, features, and best practices associated with Simple Syllabus, and integrate this knowledge into the continual management and optimization of the course outline repository platform.

• Order supplies.
• Schedule meetings and training sessions.
• CLI team joint calendar of events and vacation calendar.
• HIPPO ticket submissions.

• Post-Secondary degree or diploma in a relevant area.
• 5+ years’ experience within a post-secondary environment.
• Experience in a project and system-based environment; preferably with digital transformation initiatives.
• Intermediate skills and experience with Microsoft Office suite and Outlook, Adobe, Internet.

• Intermediate skills and experience working with a Learning Management System, preferably D2L.
• Experience with one, or more, of the following: international, secondary/post-secondary, adult, or special needs students.
• Experience developing training programs to support faculty when working with a diverse student population. Sound knowledge of adult learning principles and program planning and development.
• Experience in curriculum development and quality assurance processes.
• Project management experience.