Coordinator, Studio Services

3 weeks ago

Toronto, Canada OCAD University Full time

**_Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service. _**

Reporting to the Manager, Studio Services, the Coordinator, Studio Services is responsible for the provision of administrative support to Studio Management, including coordination of office processes, purchasing, staffing, scheduling, and assisting with resolution of general studio issues.

**Summary of Responsibilities**:

- Provide administrative support for the Studio Management office, including such duties as word processing; scheduling meetings; drafting correspondence; maintaining accurate digital and manual filing systems; archives and databases, photocopying; preparing and following up on work requests; facilities and staff scheduling; booking appointments; note taking
- Process incoming and outgoing mail and studio related deliveries and shipments; distribute and follow up, as required
- Using the content management system, review and update sections of the OCAD University (OCAD U) website pertaining to Studio Management (i.e. Shops and Studios) as directed
- In consultation with the Manager, Studio Services, monitor monthly budgets and expenditure reports
- Assist the Manager, Studio Services with the coordination of requests for supplies and furniture & equipment purchases and repairs, following the University’s purchasing procedures; track and follow up with the Finance Office with respect to outstanding purchase orders
- In consultation with the Manager, Studio Services coordinate the processing and tracking of invoices, expense reimbursements, purchasing card statements, and other related budget items under the purview of the Manager, Studio Services; liaise with the Finance office as required
- Assist with maintaining and tracking an inventory of studio related supplies for distribution to individual studio areas and other departments within the University (i.e. studio materials, personal protective equipment, cleaning supplies, office supplies, health and safety supplies, and signage); process stock transfers between departments for studio related supplies
- Provide back-up support to the Coordinator, Studio Sales and Services on processes related to material sales within the studios; may involve reconciling monthly POS reports; updating price lists; and processing Shopify transactions for students and staff
- Assist the Manager, Studio Services with research, development and implementation of policies and procedures relating to the studios
- Assist with program administration on behalf of Faculty offices, including processing studio use agreements, accepting key deposits, and signing out studio keys to students
- Assist with scheduling of studio staff to ensure studio facility access in support of curriculum; develop and maintain studio schedules for posting in physical and digital locations throughout the University; communicate changes and updates to schedules
- Assist with hiring and onboarding of Studio Services staff, ensuring that all relevant training (e.g. health and safety, AODA, etc.) has been provided; liaise with People & Culture and HRIS/Payroll to collect and verify hiring paperwork for Student Monitors; assist with Class Assistant and Technician contract administration
- Assist with HRIS/Payroll functions for Studio Services; provide back-up support for Manager, Studio Services and Studio Technicians for approving hours in Web Time Entry; assist with resolving payroll related issues for Studio Services staff
- Track Studio Management staff absences and submit monthly summaries to Human Resources; report technical support staff absences and ensure information is communicated to students through signage and updates on relevant online platforms
- Assist with administration of Production Materials fees, including updating lists of courses with fees attached in consultation with Faculty offices, Finance Office, and Office of the Registrar
- Assist with Studio Bookings using relevant University systems and software (i.e. Bookings, WebCheckout Patron Portal, RoomBooking Portal, etc.); including updating resources and hours in relevant booking system; maintaining up-to-date access lists; troubleshooting booking issues; and communicating booking policies to students and faculty
- Assist the Manager, Studio Services in special projects and other duties that contribute to the successful operation of Studio Management

**Qualifications**:

- Post-secondary degree in art or design or a related field, or equivalent
A minimum of two (2) years of related administrative experience
- Experience working in a studio-based environment and knowledge of materials, tools and equipment associated with studio-based practice is considered an asset
- A demonstrated commitment to providing outstanding customer service in a diverse environment
- Strong organizational, interpersonal, and oral and written com

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