Program Coordinator

3 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday - Friday 8:30 - 4:30

**Education Level**

2 year Community College diploma in Office Administration or related field.

**Career Level**
Requires 4 years of relevant experience.

**JD/TJD #**

JD00692

**Pay Grade**:
7

**Title**:
Program Coordinator

**Unit/Project Description**:
The MSc (Occupational Therapy) program of the School of Rehabilitation Science requires a Program Coordinator to enable the effective delivery of the OT program. The Program Coordinator will work under the supervision of the Director of Administration and Program Manager, and closely with the Assistant Dean (OT), the Director of Clinical Education, and other faculty and staff team members.

The Program Coordinator will lead several key functions, including but not limited to OT recruitment and admissions, supporting program committees, student awards, credentialing, tasks associated with program reviews, assisting with communications regarding student performance and progress, tracking program expenditures, and other program projects and activities.

**Job Summary**:
Responsible for developing, planning, and maintaining the efficient operation of a division and its related programs, and coordinating all aspects of the program including curriculum administration, implementation, promotion, recruitment, resource, and financial management. Implements and maintains the efficient administrative operations at a designated site under the direction of senior staff.

**Purpose and Key Functions**:

- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- Participate in the development, evaluation, and review of academic and scholarly programs and resources.
- Organize, coordinate, and assist with educational programs and events such as retreats, education days and other capacity building programs.
- Communicate and work collaboratively with various internal and external organizations and departments.
- Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
- Develop the program budget for review and approval.
- Implement and maintain the program budget and expense reports. Create financial projections and make adjustments to the program budget throughout the fiscal year.
- Ensure that financial accounts and reports are completed and managed competently and efficiently.
- Exercise appropriate controls, monitor, and reconcile accounts.
- Facilitate meetings with various individuals including, but not limited to, program stakeholders and groups.
- Write a variety of documents including, but not limited to, reports, correspondence and minutes.
- Use a dictaphone to transcribe correspondence and other documents.
- Provide faculty and staff information regarding program policies and information about program requirements.
- Provide work procedure advice and guidance to staff.
- Review current academic calendar, and recommend and prepare curriculum revisions and clinical training schedules.
- Plan and coordinate a variety of departmental activities and events.
- Gather and compile information required for a variety of documents and reports.
- Update and maintain records and databases.
- Act as a liaison between the department and various stakeholders with regards to facility operations.
- Train and mentor support staff and act as first point of contact with regard to issues related to administrative staff.
- Ensure adherence to health and safety requirements and maintain the training database for staff
- Ensure timely and efficient processing of attendance sheets and payroll for temporary, casual and continuing staff
- Provide efficient facility management the administrative support structure at the designated hospital site.
- Provides front line service to faculty and staff, and in consultation with senior staff, sets standards for the quality of department services.
- Provide information to individuals with inquiries surrounding human resources matters including, but not limited to, collective agreements, hiring procedures, benefits, vacation, sick time, and payroll processes.

**Supervision**:
Provide lead hand supervision and is responsible for the quality and quantity of work of others.

Provide orientation and show procedures to others.

**Requirements**:
2 year Community College diploma in Office Administration or related field.

Requires 4 years of relevant experience.

**Additional Information**:

- Experience working in the university environment, ideally at the graduate program level
- Commitment to excellence in the quality of work produced
- Takes initiative to plan and problem solve work activities
- Excellent organization and time management skills
- Organizational skills
- Strong ability to manage multiple tasks and projects simultaneously
- Effective prioritization to meet deadlines and achieve objectives
- Critical analysis
- Skilled in evaluating complex information and situat

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