Administrative Coordinator

6 months ago

Oshawa, 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 and Northumberland County communities 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 and Associate Deans in implementation of operational and strategic initiatives. In addition, the incumbent will provide an extensive variety of administrative support to faculty, support staff and the Faculty leadership team. Working with Faculty management, the position helps support work by support staff to meet required deadlines, and provides overall leadership in the administration of day-to-day operations of the Faculty. The coordinator develops, initiates and maintains information tracking systems such as divisional budget and student records; co-ordinates meetings and special events; advises students; and maintains confidential records. The incumbent oversees the maintenance and setup of electronic communication systems for communication with students (i.e. DC Connect) and identifies process problems, initiates and maintains new processes. They are responsible for the accuracy of Faculty 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 Faculty office.
- Respond to inquiries on a wide range of issues concerning college academic policies, programs, operating procedures and academic/college/school services.
- Respond to and/or provides guidance to students regarding a range of issues, including those that are sensitive, complex and confidential.
- Coordinate and provide administrative support related to committees including advisory committees, program coordinators meetings, 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, communicate assignments from Faculty leadership and ensure completion of tasks to office, contract and other staff. Coordinate work study student(s), including responsible for hiring, administering payroll, appropriate training etc.
- Provide confidential administrative support related to sensitive issues.

**Scheduling**:

- Determine accurate term curriculum based on changes to Program of Studies for each semester and prepare necessary reports.
- Determine number of sections required based on expected enrolment.
- Collect data required to project enrolment figures
- Liaise with web registration team regarding problems and new processes with regards to student registration.
- Collect and implement changes to Program of Studies. Ensure accuracy of completed drafts and changes to Banner records (pre-requisites, equivalencies, credit hours etc).
- Liaise with Central Scheduling and Executive Dean/Associate Deans/Manager to ensure all faculty assignment changes are completed and are accurate within specified deadlines.
- Ensure accuracy of block codes and ensure they meet needs for registration - ensuring appropriate number of seats in each program; that each section is utilized to the maximum and not over-blocked.
- Create forced timetables for programs with specialized registration requirements.
- Review and ensure accuracy of loading sheets (faculty and program) and check against timetables to ensure all request and program of studies requirements have been maintained. Initiate changes as required.
- Collect, report and track timetable change requests from faculty and share with Executive Dean/Associate Deans. Identify solutions to timetabling problems. Prioritize requests and liaise with Central Scheduling.
- Check status of block codes during registration period and

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