Unit Coordinator

2 weeks ago

Brantford, Canada Six Nations Polytechnic Full time

Six Nations Polytechnic (SNP) is a unique Indigenous Institute, recognized by community, government, and institutions of higher learning, as a Centre of Excellence for Indigenous Knowledge. SNP offers postsecondary, secondary, trades education and training. SNP has formal partnerships with nine publicly funded Ontario Universities and Colleges and collaborates with six Ontario-based Indigenous owned and controlled post-secondary Institutes.

**Function & Overview**

Under the supervision of the Unit Manager - Lifelong Learning (LL), the Unit Coordinator - LL organizes and administers academic services for the development, planning, delivery, and quality assurance of educational offerings (Additional Qualification courses, Continuing Education programming, Achievement Centre programming) in the Lifelong Learning Unit.

This position provides administrative support to the Unit Manager - LL, facilitators, and Additional Qualification Writers. The Unit Coordinator - LL is required to perform all duties consistent with the governance and operating policies of Six Nations Polytechnic.

**Duties**

The duties of the Unit Coordinator - Lifelong Learning include, without limitation:
**Program Planning, Delivery & Quality Assurance**
- Supporting of existing and new Lifelong Learning programming, including direct support for Unit Manager, Additional Qualification writers and facilitators, and Achievement Centre staff;
- Participating in Unit governance bodies (committees and working groups), and Program Advisory Committees, including responsibility for taking, distributing, and archiving meeting minutes;
- Overseeing course scheduling, continuing education student enrolment, orders/returns of textbook and other course materials, assignment of LMS course “shells,” grades processing, and formative and summative course reviews;
- Working with the Unit Manager to prioritize suggested changes within the Unit;
- Writing improved procedural manuals for the Unit;
- Overseeing of the Lifelong Learning Unit _Almanac_, a compendium of key dates and associated tasks, work cycles, and deadlines; and issuing regular reminders of upcoming events, activities, and due dates;
- Facilitating Unit staff, AQ facilitator, and student IT training and orientation (including MS Teams and LMS training);

**Communications & Records**
- Monitoring materials and supplies, and requisitioning resources, according to Unit budgets, processes, and timelines;
- Maintaining of Unit records, the policy and process archive, and forms library, including cyclic review for currency, revision/updating, securing access, and ensuring confidentiality;
- Responding to incoming program and course inquiries; demonstrate positive and solution-oriented messaging on all aspects of program planning, delivery, and review, in communications with both internal and external constituencies;
- Scheduling and facilitating all Unit monthly meetings, including responsibility for taking, distributing, and archiving meeting minutes;
- Acting as minute-taker for all Unit meetings, call for and track agenda item submissions; record approvals of meeting minutes; distribute meeting minutes to all attendees; and maintain an archive of approved meeting minutes;
- Preparing job postings, contract requests, and cheque requisitions, using the approved forms and processes, for the Unit Manager;
- Acting as communications lead, coordinating information exchanges and responding to information requests from internal and external constituencies; and maintaining Unit staff contact lists, distribution lists, and the all-staff calendars;
- Stewarding and performing routine file and file structure maintenance of the Unit SharePoint;
- Maintaining orderly, complete, and accessible Unit records, including but not limited to libraries of forms, taught syllabi, policies, processes, templates, and meeting minutes, holding the highest standards of confidentiality and utilizing approved electronic file naming conventions;

**General Administration**
- Developing an approved annual work plan for the efficient and effective discharge of all tasks and activities, operationalizing the goals and deadlines set out in the _Unit Almanac_, and accounting for the responsibilities set out in the _Roles & Responsibilities Matrix_;
- Drafting Process Notes for all recurring activities and tasks, using the Unit template; and maintain a repository of these documents specific to the role of Unit Coordinator - Lifelong Learning;
- Participating in the inter-Unit planning and delivery of student orientation, community, and other events;
- Participating in staff, Board, ad hoc and ordinary committee, working group, and program advisory meetings, and staff training and information sessions, as required;
- Providing general administrative support, including the preparation of monthly and quarterly reports; and Unit budget projections, planning, and management;
- Participating in maintaining a supportive environment cond

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