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Administrative Coordinator

4 months ago

Vancouver BC, Canada University Canada West Full time

Position Job Title: Administrative Coordinator, Curriculum and Quality Assurance

Location: Vancouver, BC (Hybrid)

Reports To: Director, Curriculum and Quality Assurance

Primary Purpose

The Curriculum and Quality Assurance Administrative Coordinator is responsible for providing administrative support to the Director and the Curriculum and Quality Assurance office to ensure and maintain the efficient operations of the portfolio including its day-to-day activities, scheduling, initiatives, projects, meetings, documents, communications, processes, and systems. The role frequently liaises with other units (staff and faculty). Hours of work are usually business hours Monday to Friday and a hybrid schedule -- remote and campus, and on occasion at other locations (e.g., other campuses or a UCW-sponsored event).

Specific Responsibilities

The Administrative Coordinator will work in a fast-paced environment and is expected to be able to handle high volume workload, problem-solve, take initiative, self-manage, and adapt to changes while maintaining a high level of professionalism as a representative of the Director, Office and UCW. The incumbent is responsible for the following as well as other related duties as assigned to support the business objectives and purpose of the University:

  • Work closely with the Director and manage their day-to-day office operations
  • Serve as a point of contact for queries related to curriculum matters, quality assurance procedures, and departmental activities
  • Prepare and maintain records, files, reports, correspondence, and other documents (reports, presentations, spreadsheets, diagrams, process maps, etc.) related to the Office or program activities, policies, and procedures
  • Manage scheduling, prepare meeting materials, compile background information, take accurate meeting minutes, and follow up on action items
  • Monitor incoming communications (including role accounts), gather necessary information to facilitate timely and accurate responses (including signatures), respond when and as appropriate
  • Facilitate the development, review, and revision of academic curricula in accordance with university policies and accreditation
  • Prioritize conflicting needs; handle matters expeditiously and proactively and follow through on projects to successful completion
  • Compile, manage, and track information/updates related to academic curricula (e.g., Academic Calendar updates) and across different systems and shared repositories
  • Assist in the collection, analysis, and interpretation of data
  • Liaise with other departments or roles to support Curriculum and Quality Assurance related services, including audits
  • Plan, coordinate, and facilitate business and training events by liaising with others (e.g., Facilities, Academic Departments, etc.)
  • Perform online and phone research for information based on specified criteria/parameters
  • Contribute to a positive and inclusive work environment that encourages knowledge of, respect for, and development of skills to engage with people with diverse backgrounds
  • Support operational functions and proactively seek improvements to productivity and efficiency
  • On occasion, support other Administrative Coordinators under the AVP, Teaching, Learning & Scholarship portfolio
  • Perform other duties as assigned

Position Requirements

Competencies:

To be successful in the Administrative Coordinator position, the incumbent must be committed to developing, maintaining, and demonstrating the following:

  • Plan, simultaneously coordinate, and work on multiple projects and tasks while managing multiple, diverse, and competing priorities to meet deadlines
  • Proven self-starter and proactive problem solver with strong initiative, critical thinking, and decision-making skills
  • Excellent interpersonal, oral, and written communication skills; ability to effectively communicate and interact professionally with all individuals and with integrity
  • Demonstrated ability to work both independently and as part of a distributed team
  • Superior prioritization, time management and organizational skills and attention to detail
  • Demonstrated data-input and file management skills
  • Ability to build harmonious working relationships, operate effectively within an organization’s culture and structure, and collaborate with others
  • Deadline-driven and goal-oriented, performs duties with speed, accuracy, and proactiveness (without constant supervision or detailed instructions)
  • Ability to act with tact, good judgment, and discretion and maintain confidentiality
  • Service orientation with a positive, supportive attitude and friendly approach
  • Demonstrated ability and aptitude with Microsoft Office, Acrobat, websites, online and office tools and technologies (e.g., conferencing/room equipment, computer), databases and learning management systems
  • Desire to learn, grow and contribute positively to the organization and work environment
  • Competency to establish and maintain effective working relationships with a wide range of people and roles

Education and Experience:

  • Minimum bachelor’s degree in Education or a related field preferred
  • Minimum 1-3 years of administrative experience in a fast-paced environment
  • Proficiency in written and spoken English.
  • Proficiency in Microsoft applications, Acrobat and online systems and tools
  • Familiarity with curriculum development processes, academic governance structures, and quality assurance frameworks (assets)