Administrative Coordinator

2 weeks ago

Oshawa, 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. With this focus top of mind for our students and our employees, DC is proud to be one of the fastest-growing colleges in the province and annually ranked as one of the GTA’s Top 100 employers.

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. More than 104,000 alumni represent the college, both locally and around the world.

Serving the Durham Region and Northumberland County communities 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.

**DUTIES AND RESPONSIBILITIES**:
Reporting to the **Director-PPL Programs**, this position provides specialized technical and operational support within the Professional and Part-time Learning (PPL) department to the Director-PPL Programs and Managers in the implementation of operational and strategic program initiatives. Provides an extensive variety of administrative support to facilitators and the senior management team in PPL. Develops, initiates and maintains reporting systems such as divisional budget and student records and course enrolment data. This position also co-ordinates meetings and special events, advises students, and maintains confidential records. The role is responsible for identifying process problems and initiating and maintaining new processes.

This position requires frequent communication with the Director - PPL Programs, Managers, students, instructors and operational staff. The incumbent liaises with and provides support to the Director - PPL Programs and Managers to help ensure the efficient delivery of all PPL programs and courses, regardless of the delivery modality.

**Administrative/Clerical**:

- Initiate and implement effective administrative procedures to ensure the efficient operation of PPL.
- Respond to inquiries on a wide range of issues concerning college academic policies, programs, operating procedures and academic/college/faculty services.
- Coordinate and provide administrative support related to committees and other working groups including advisory committees and focus groups: set meeting dates, coordinate bookings, generate and circulate agendas, record and transcribe minutes at meetings, distribute minutes with appropriate attachments and/or follow-up information.
- Prepare, complete, and administer instructor payroll, instructor contracts, invoicing, and provide general assistance with the implementation of customer service programs within the department.
- Coordinate work study student(s) responsible for assisting management with hiring process and supporting work study students with task allocation, training etc.
- Develop and maintain PPL staff orientation information.
- Coordinate and provide support to all new PPL staff regarding orientation to PPL and college operations, processes and procedures.
- Manipulate data to create various operational reports related to enrolments, course replications, course pick-ups, missing grades, and other statistical data as

**Program and Course Analysis/Administration**:

- Provide a wide variety of administrative support to Directors and Managers related to program review and quality assurance processes by compiling and analyzing data.
- Administer, track and process all PLAR and transfer credits requests, including calculation of associated fees where applicable.
- Collect and implement changes to Program of Studies. Ensure accuracy of completed drafts and changes to Banner records (pre-requisites, equivalencies, credit hours etc.).
- Conduct OntarioLearn course “pick-up” analysis and make recommendations to the Director - PPL Programs and Managers as to which courses to pick-up each semester/monthly intake.
- Continually assess new course opportunities to help generate revenue, including ongoing review of host college dropped course claims.
- Oversee the scheduling and set-up of courses for semester/monthly intakes in Banner. Responsible for the accuracy of data entry including fees, POS changes, adding extra sections, and flagging issues/concerns for the Director - PPL Programs and Managers.
- Oversee the scheduling of classrooms for semester/monthly intake in-person courses.
- Co

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