Administrative Coordinator

5 months ago

Whitby, 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 community 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**:
This position provides assistance to the Executive Dean, Dean, Associate Deans, and Office Manager in implementation of operational and strategic initiatives. Provides an extensive variety of administrative support to faculty, support staff, Executive Dean, Dean, Associate Deans, and Office Manage in the school. Responsible for the work assignments for work-study students. Liaises with the Executive Dean, Dean, Associate Deans, Central Scheduling and Strategic Enrolment Services for the development and accuracy of SWFs, Spring Memos, schedules, and classroom assignments. Identifies process problems, initiates and maintains new processes for college wide initiatives such as SFQs, KPI Surveys, Bookware 3000 updates and Course Outlines in WebCot. They are responsible for the accuracy of school and other work requiring action from other areas within the college.

**Office Administration**:

- Initiate and implement effective administrative procedures to ensure the efficient operation of the school office.
- Respond to inquiries on a wide range of issues concerning college academic policies, programs, operating procedures and academic/college/school services.
- Coordinate and provide administrative support related to committees including program advisory committees, focus groups: set meeting dates, bookings, generate and circulate agendas, record and transcribe minutes at meetings, distribute minutes with appropriate attachments or follow-up information.
- Coordinate, delegate assignments and ensure completion of tasks to office staff, contract staff. Coordinate work study student(s) responsible for hiring, administering payroll, ensure appropriate training etc.
- Provide confidential administrative support related to sensitive issues.
- Provide administrative support when front desk support staff are absent and take over their tasks that require immediate action/response.
- Prepare contract information for all part time faculty hires as well as for all non-teaching and one-time contracts for each semester.

**Staff/Faculty Records Management**:

- Manage and administer school attendance (vacation/sick/lieu etc.) records. Tracks overtime accumulated by staff and coordinate office coverage.
- Calculate and prepare monthly sessional, partial-load and part-time payroll documentation. Determines overtime for faculty and initiates payment.
- Input teaching assignments into Standard Workload Form (SWF) generated by the computer; input revisions to the SWF’s submission.
- Develop SWFs based on discussions between Executive Dean, Dean, and Associate Deans and faculty. Determine optimum load based on faculty preferred courses and sections available. Prepare faculty assignment list for Central Scheduling.
- Makes recommendation to Executive Dean, Dean, and Associate Deans if faculty load is low based on course availability and faculty expertise and revise as necessary
- Determine faculty overtime based on union contract parameters and notify faculty regarding overtime status and ensure payment is made for overtime they are entitled.

**Student Records Management**:

- Coordinate marks submission process based on timelines. Communicate mark submission process to faculty and staff and ensure all are meeting required deadlines. Follow-up with problems that arise.
- Review and analyze computer-generated reports of all student marks against mark sheets to determine College Honour Roll and President’s Honour Roll.
- Prepare and post the list of school’s College Honour students each semester. Prepare and verify College Honour Roll letters and mail or distribute to the recipients.
- Cond

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