Academic Portfolio Administrator

1 month ago

Mississauga, Canada Sheridan College Full time

Reporting to the Associate Dean, FHASS, the Academic Portfolio Administrator (APA) is a member of the Faculty's Administrative Team, accountable for proactively managing the administrative functions of the Associate Dean's Portfolio. Under the direction of the Associate Dean, the incumbent proactively coordinates processes that include workload planning (enrolment planning, course and faculty scheduling, human resource assignments, and payroll), space and resource allocation, curriculum-related processes, external liaising and financial and data analysis/reporting. The incumbent is required to organize and expedite the flow of work through the Associate Dean's office and to have a thorough understanding of academic operations, human resources principles and resources allocation in order to act on behalf of the Associate Dean, as appropriate, and to escalate matters when necessary. The APA may participate and/or lead project teams, initiatives, events and activities specific to their portfolio as assigned.

Due to the confidential nature of this work, considerable discretion, judgement, decision making, diplomacy and professionalism is required. Critical thinking and analytical skills are essential.

**What You’ll Be Doing**
- Proactively researching, planning, coordinating and executing day-to-day operational processes within the portfolio of the Associate Dean with respect to workload planning;
- Coordinating and administering human resource activities for their portfolio/cluster which may include workload assignments for full-time and contract faculty and staff, including teaching and non-teaching assignments (e.g. curriculum development/projects, guest lecture etc.);
- Compiling and analyzing information for Standard Workload Form (SWFs) and Non Full Time teaching contracts and verifies they meet Collective Agreement requirements as appropriate;
- Verifying paperwork and processes payroll documents, determining available budget per account codes, confirming Ontario Work Study Program status, and payroll verifications;
- Investigating and reconciling payroll anomalies including resolving payroll issues;
- Accountable for payroll documentation for faculty contracts, non-teaching academic contracts, part-time support/student contracts and special payments for guest lecturers;
- Organizing and processing recruitment activities as required (which may include resume screening);
- Manages and coordinates on-boarding and orientation of new employees;
- Tracking absences of faculty and staff, and makes payroll adjustments as necessary, including remuneration for replacement faculty;
- Managing and analyzing accuracy and integrity of workload data utilizing multiple college systems (DCU, SAL and PeopleSoft) and planning documents;
- Researching, planning and actioning day-to-day operational processes within the portfolio of the Associate Dean with respect to maximization of space and resource allocation;
- Initiating and executing semester scheduling process in accordance with multiple timelines, in collaboration with relevant stakeholders;
- Collecting, interpreting and analyzing detailed scheduling data to optimize student, faculty, space resources and classroom timetables;
- Identifying and working proactively to mitigate or resolve emergent and urgent timetable and/or scheduling issues;
- Identifying faculty and staff workload, scheduling and accommodation issues that contravene the Collective Agreements, and in consultation with the Associate Dean and/or stakeholders seeks to rectify the issue where possible;
- Communicating with discretion, confidentiality, diplomacy and sound judgement, escalating to the Associate Dean and other stakeholders as appropriate;
- Proactively responding to and resolving issues where appropriate. This may include making urgent referrals to appropriate Sheridan services, diffusing as appropriate and/or escalating issues, particularly during peak periods such as during start and end of terms;
- Acting as the first point of contact for internal and external inquiries to the Associate Dean, which may include complaints and student concerns;
- Collecting, organizing and analyzing relevant data from multiple sources to flag discrepancies and enable effective problem solving;
- Collecting, reviewing and analyzing data relevant to the financial performance of the Portfolio and assists in the monitoring of the Faculty budget including special projects. This may include the compilation of historical and potential enrolment, faculty and staff expenses, course loading variances, and per student costs;
- Compiling and analyzing information to inform strategic decision making by the Associate Dean. This may include data related to workload matters (e.g. swf, non teaching contracts, pt support contract, work study, special payments);
- Analyzing and providing projected forecasts for class/specialized space hours required for budgeting purposes, including non-teaching activities;
- Liaising wi

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