Program and Resources Coordinator

3 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 14 months**

The Program and Resources Co-ordinator is responsible for leading the effective and efficient operation of the Student Development and Residence Experience program through oversight of day-to-day administrative functions. This position acts as a key resource to Residence Life, Residence Learning, and Residence Services for recruitment and selection, assessment, compensation, as well as training and development of student-staff.

The Program and Resources Co-ordinator is part of an interdependent and collaborative team committed to integrating the student voice and embedding research and evaluation to our practice in order to continuously build on our understanding of our students' wants and needs and on our knowledge of how living environments contribute to student success. Our curricular approach facilitates the design and delivery of experiences and services so that students achieve priority developmental and educational outcomes.

**Responsibilities**:
Administration and Finance
- Co-ordinates administrative processes (i.e. start of term, end of term) for Student Development and Residence Experience (SDRX)
- Communicates pay dates and administers casual employee payroll logistics for student-staff, based on hours tracked through a scheduling program or staff-submitted timesheets
- Ensures adherence to provisions of the appropriate policies/procedures and applicable employment and Human Resources legislation for each functional area, as directed
- Maintains and organizes departmental files for all student-staff positions (i.e. interview notes, training completion)
- Collects, reviews and responds to petitions from student-staff requesting absence from mandatory team meetings or training dates
- Co-ordinates the purchase, supply, and inventory management of all Student Development Residence Experience supplies
- Performs monthly safety inspections for designated Student Development and Residence Experience areas
- Co-ordinates finance processes such as working with Housing Finance to reconcile WatCard transactions, administering and reconciling budgets for student-staff
- Provides information and key dates to the marketing team for use in promotion and communications
- Identifies opportunities to make administrative processes more efficient and consistent across SDRX

Student-Staff Recruitment
- Liaises with new and returning student-staff to ensure onboarding requirements are complete, and collaborating with campus partners for verification (payroll forms, mandatory safety training, and police checks)
- Collaborates with SDRX management teams to confirm student-staff hiring decisions

Student-Staff Training and Recognition
- Co-ordinates pre-training communications to all SDRX student-staff members
- Prepares and oversees all logistics involved in termly student-staff training and end of term recognition events. This includes but is not limited to preparing schedules, sending invitations, booking meals, ordering uniforms, and other administrative responsibilities
- Co-ordinates development of student-staff training manuals and online training content

Documentation and Assessment
- Develops and maintains program documentation outlining program goals, outcomes and ongoing progress
- Co-ordinates the collection and analysis of information (student feedback, attendance numbers) and creates reports
- Co-ordinates portfolio-specific projects or programming as necessary

Working Relationships
- Builds and maintains strong working relationships with the other Program and Resource Co-ordinators while also being integrated into the team of a functional area within SDRX
- Communicates and collaborates with Campus Housing staff, campus partners, and external service providers
- Participates and contributes to regular team and departmental meetings as appropriate
- Fosters a collaborative working environment between all areas of SDRX

Special Projects
- Leads current student-staff term projects overseeing budgets, timelines and results; adding or modifying committees as needed
- Provides organizational and administrative support to various department-wide projects (i.e. student move-in, campus open house days)

Qualifications:

- Completion of post-secondary degree and/or equivalent combination of education and experience will be considered
- 1-3 years’ experience in a front facing service role, preferably in a post-secondary environment
- Experience developing and executing programs to meet student needs in higher education
- Experience in an administrative role is an asset
- Experience in event planning is an asset
- Familiar with literature and research in student development theory, teaching and learning, and student needs in higher education
- Strong interpersonal communication skills and demonstrated ability to communicate effectively both written and verbally
- Intermediate skills in Microsoft Office, and SharePoint programs
- Proven ability to execute a variety of ongoing pro

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